1Manage Customer Billing

This chapter contains the following:

Create and Process Transactions

Transactions and Transaction Activities: Explained

Use the Manage Transactions page to view detailed or summary information about your invoices, credit memos, debit memos, and chargebacks.

Along with standard search and display functions, you can perform these activities on selected transactions:

  • Review Installments

  • View Balance Details

  • View Transaction Activities

Review Installments

Use the Review Installments window to review the installments on transactions that have split payment terms. Each row displays the due date, installment amount, and balance due.

If the AR: Update Due Date profile option is set to Yes, you can perform these actions on installments:

  • Update the due date on an installment. If you update a due date, this recalculates the days late and due days for the installment based on the new due date.

  • Update the unpaid portion of an installment.

  • Add or delete installments.

View Balance Details

View complete information for a specific transaction, including the original transaction amount, the total amount of payments against the transaction, any credits, refunds, adjustments, or charges applied to the transaction, and any discounts taken.

The Balance Details window indicates the receipt, credit, or discount that was applied to the transaction, and the type of adjustments that were created. For example, a single transaction might have two adjustments against it, one of type Charges and another of type Freight. Similarly, the transaction might have one credit memo applied against it at the line level and another at the tax level.

The Balance Details window displays the total amount of each action affecting a transaction in the Total column and displays how the line, tax, freight, and charge balances were affected in the Balance row.

View Transaction Activities

View all activities that have taken place against a specific invoice, credit memo, or debit memo. You can drill down to view the details of each activity.

There are three activity classes that identify activity against transactions:

  • Payment: Any payment made against the transaction balance.

  • Credit Memo: Any credit memo applied to the transaction.

  • Adjustment: Any adjustment made to the transaction balance.

All amounts are in the currency of the particular activity.

Completing Transactions: Explained

Before you can complete a Receivables transaction, you must ensure that you have entered all required information. The information required to complete a transaction differs depending on the transaction class.

When you complete a Receivables transaction, this action creates payment schedules based on the payment terms and invoice date that you specified. If the transaction type on the transaction has Open Receivables set to Yes, Receivables includes the transaction in the standard aging and collection process. If you later change the transaction type to one with Open Receivables set to No, Receivables removes this transaction from the standard aging and collection process.

Different validations apply depending on the kind of transaction:

  • Standard Invoice

  • Invoice with Rules

  • Standard Credit Memo

Validations for Completing a Standard Invoice

These validations apply to a standard invoice (invoice without rules):

  • The invoice must have at least one line.

  • The accounting date of the invoice must be in an Open or Future period.

  • The invoice sign must agree with the creation sign of the transaction type.

  • The sum of the distributions for each line must equal the invoice line amount.

  • If freight was entered for the invoice, you must specify a freight account.

  • If the Require Salesperson Receivables system option is enabled, you must assign one or more salespersons to each line.

  • If salespersons are assigned to each line, the total revenue sales credit percentage must equal 100 percent.

  • All the activity date ranges for the setup values, for example, payment terms, must be valid for the invoice date.

  • If the invoice uses an automatic receipt method, you must enter customer bank, branch, and account information.

Validations for Completing an Invoice with Rules

These validations apply to an invoice with rules:

  • The invoice must satisfy the validations for a standard invoice.

  • Each line must have a revenue scheduling rule and a rule start date.

  • Each line must have valid account sets.

  • Tax that is calculated or entered must have valid account sets.

Validations for Completing a Standard Credit Memo

These validations apply to a standard credit memo:

  • The credit memo must satisfy the validations for a standard invoice.

  • You must enter at least one credit memo line and specify revenue account assignments for each line.

  • You must specify a valid receivable account.

  • If your credit memo is crediting tax, you must specify valid tax accounts.

  • If your credit memo is crediting freight, you must specify valid freight accounts.

Note: You can't change a credit memo that you entered against an invoice or debit memo from Complete to Incomplete if you entered another credit memo against an item after the initial credit memo.

You also can't change a credit memo that you entered against an invoice or debit memo from Incomplete to Complete if you entered and completed another credit memo against an item after the initial credit memo.

Invoice Distributions: Explained

Invoice distributions are the default revenue account assignments for each line of the invoice. The AutoAccounting process derives the default revenue accounts for the invoice after invoice entry. You can review or update the distributions for an invoice in the Edit Distributions window.

The default accounting that AutoAccounting creates is considered interim accounting only. Use the Create Receivables Accounting program to actually create accounting entries in subledger accounting. Receivables uses predefined setup in subledger accounting so that the Create Receivables Accounting program accepts the default accounts that AutoAccounting derives without change.

If you are reviewing distributions for an invoice that uses a revenue scheduling rule, you must run Revenue Recognition before you can review and update accounting distributions. The revenue scheduling rule recognizes revenue over multiple general ledger periods.

If the invoice is a project-related invoice, then no distribution information is displayed.

One or more rows can refer to the same transaction line, depending on the distributions. You can change the transaction account assigned to each distribution, but you can't create new lines or delete existing lines. If you change a row that has already posted to general ledger, Receivables doesn't alter the posted entry, but instead creates adjustments through additional accounting entries.

The default percent amount of each invoice line assigned to a transaction account is 100 percent, unless AutoAccounting is based on salesperson and the salesperson assignment is split. In this case, the field reflects the split and you can either accept this percentage or enter another one.

Invoice Lines: Points to Consider

Use invoice lines to enter the goods or services to bill the customer on an invoice. You can create invoice lines in three ways: enter an inventory item; enter a memo line; or enter a free text line description.

There are these points to consider when entering and updating invoice line information:

  • Entering Inventory Items

  • Displaying Tax Inclusive Amounts

  • Entering the Unit Price

  • Updating Tax Lines

Entering Inventory Items

If you enter an inventory item, you can enter a warehouse name to indicate the ship-from location for the item. If AutoAccounting is based on standard lines, you can use the inventory item and warehouse name to create accounting flexfield information. For example, you use multiple inventory organizations and set up AutoAccounting to create the revenue account based on standard lines. AutoAccounting uses the item and warehouse that you enter here to create the product segment of your revenue account.

Entering the Unit Price

Enter the unit price for the invoice line item. You can enter a positive or a negative number. The default value for the unit price is zero for tax and freight lines.

If you enter a memo line item, the default unit price is the unit list price defined for the memo line. You can accept this price or enter the actual selling price. If the currency of the invoice is different from the ledger currency, the formula for calculating the default unit price is (Standard Price / Currency Conversion Rate).

Displaying Tax Inclusive Amounts

The values in the Amount Includes Tax field indicate whether the amount for this line includes the tax amounts. The default value is Use Tax Rate, in which case the display of inclusive amounts depends on the setting of the Inclusive Tax option of the tax rate code for this line. You can change this setting if the Allow Override option for this tax rate code is enabled. If you change this setting, the line amount is recalculated.

Updating Tax Lines

You can change the tax rate code on the invoice if the Allow Override option for this tax rate code is enabled. You can also manually create new tax lines with the correct tax rate, or to reflect other changes to the invoice, such as including a tax exemption.

Revenue Scheduling Rules: How They Are Used

Use revenue scheduling rules to determine revenue recognition schedules for your invoice lines. Revenue scheduling rules determine the accounting period or periods in which to record revenue distributions. You can assign a different revenue scheduling rule to each invoice line.

Settings That Affect Revenue Scheduling Rules

If the transaction uses revenue scheduling rules, each invoice line must have revenue scheduling rule information, including the rule name, rule type, revenue period, number of revenue periods, date to start recognizing revenue, and, where applicable, an end date.

  • If you enter a revenue scheduling rule with a rule type of either Daily Revenue Rate, All Periods or Daily Revenue Rate, Partial Periods, enter a rule start date and a rule end date.

  • If you enter a revenue scheduling rule with a rule type of Variable Schedule, enter the number of revenue periods over which to distribute revenue for this invoice line.

  • If you enter a revenue scheduling rule with a rule type of Fixed Schedule, the transaction entry process populates the default duration for this rule.

How the Revenue Schedule Is Calculated

The rule type on the revenue scheduling rule calculates the revenue distributions on the transaction. There are four rule types:

  • Daily Revenue Rate, All Periods

  • Daily Revenue Rate, Partial Periods

  • Fixed Schedule

  • Variable Schedule

The Daily Revenue Rate, All Periods rule type uses a daily revenue rate to accurately calculate revenue distributions across all accounting periods, including both full and partial periods. A partial period is an accounting period with either a start date that is not the first day of the period or an end date that is not the last day of the period.

Tip: This rule type provides the most precise revenue recognition schedule. Use rules of this type in cases where you must meet strict revenue accounting standards for partial accounting periods.

Rules of this type require a rule start and end date during invoice entry. If the invoice is imported with a rule of this type, then both dates are required by AutoInvoice.

This rule type uses the total revenue amount for the line in conjunction with the number of days in the rule duration period, including both start and end date, to calculate the daily revenue rate. This calculation is:

Daily Revenue Rate = Total Revenue / Number of Days (Total Rule Duration Period)

This rule type can accurately calculate the revenue for each period in the revenue recognition schedule. This calculation is:

Revenue Amount = Daily Revenue Rate * Days in Period

The Daily Revenue Rate, Partial Periods rule type uses a daily revenue rate to accurately calculate the revenue for partial periods only. This rule provides you with an even, prorated revenue distribution across the full periods of the schedule.

Rules of this type also require both a start and end date to enable the calculation of the daily revenue rate.

The Fixed Schedule rule type requires both a period type (such as weekly or monthly) and the number of periods over which to recognize revenue. The revenue is then evenly divided across the periods.

You can update the percentage of revenue recognized in each period, but the percentage for the entire schedule must always total 100. For example, if you define a revenue scheduling rule with a period type of monthly that spans four periods, and you accept the prorated revenue distribution, Receivables recognizes 25 percent of the transaction revenue in each of the four months.

If you select a period type of Specific Date for a fixed schedule rule, you can set specific accounting dates on which to recognize revenue. When you specify a date for one period, then all other periods also require a specific accounting date.

The Variable Schedule rule type also requires a period type, but not the number of periods. The number of periods is calculated automatically either when you enter a transaction manually or import using AutoInvoice.

When you define a variable schedule revenue scheduling rule, you can optionally specify what percentage of revenue you want to recognize in the first period. The remaining revenue is then prorated over the number of periods that you specify when the transaction is created.

Using Revenue Scheduling Rule Types

You bill a contract for $900 that is to last 90 days. The contract starts on January 14 and ends on April 13. The accounting period is Monthly. In this contract period, January and April are partial periods, and February and March are full periods.

This table illustrates the various revenue recognition schedules that Receivables calculates using each of the rule types.

Accounting Date Period Days in Period Daily Revenue Rate, All Periods Daily Revenue Rate, Partial Periods Fixed Schedule Variable Schedule

January 14

January

18

180

180

225

180

February 14

February

28

280

295

225

240

March 14

March

31

310

295

225

240

April 13

April

13

130

130

225

240

Observations on this example:

  • If the revenue scheduling rule is Daily Revenue Rate, All Periods, then Receivables calculates the daily revenue rate ($900 / 90 days = $10) and uses the rate to calculate the revenue in each period. Receivables uses the final period to catch up with any rounding issues.

  • If the revenue scheduling rule is Daily Revenue Rate, Partial Periods, then Receivables uses the daily revenue rate to calculate the revenue for only the partial periods. The full periods receive equal revenue distributions.

  • If the revenue scheduling rule is Fixed Schedule, then Receivables uses the rule definition and divides the revenue equally across the number of periods specified in the rule.

  • If the revenue scheduling rule is Variable Schedule, then you specify the number of periods during invoice entry, and optionally specify the percentage of revenue to recognize in the first period. Receivables evenly distributes the revenue balance over the remaining periods. In this example, 20 percent of the total revenue is recognized in the first period out of a total of four periods.

Foreign Currency Transactions: How They are Processed

When you enter a receipt or transaction that is not in the ledger currency, use the available window to enter conversion rate information. This information is used to convert the foreign currency receipt or transaction amounts to the ledger currency.

Settings That Affect Foreign Currency Conversion

You can use personalization to display the Inverse Conversion Rate field. The Inverse Conversion Rate field determines the calculation of the ledger currency amount.

Enter conversion rate information:

  • Conversion Date: The date that applies to the conversion rate for the foreign currency.

  • Conversion Type:

    • Corporate: Used to standardize rates for a company. This is generally a standard market rate determined by senior financial management for use throughout the enterprise.

    • Spot: Used to perform conversion based on the rate on a specific date. The rate applies to the immediate delivery of a currency.

    • User: Used when you enter a foreign currency for a receipt and you haven't defined a daily conversion rate for the foreign currency. If you select this conversion type, you must enter the conversion rate.

    Note: If you select a conversion type of Corporate or Spot, Receivables verifies that a rate exists for the date that you enter, and you can't update the conversion rate. Receivables doesn't validate rates for the User conversion type.
  • Conversion Rate: The conversion rate to use. You can have multiple currency conversion rates for the same date. If not, the conversion type that you entered provides the default rate. You define your non-user conversion rates in the Daily Rates window. If you entered a conversion type other than User, Receivables verifies that a rate exists for the conversion date that you entered.

How the Ledger Currency Amount Is Calculated

The ledger currency amount is calculated in this way:

  • If the Inverse Conversion Rate field is not displayed, the ledger currency amount is calculated as: Ledger Currency = Foreign Currency * Rate.

  • If the Inverse Conversion Rate field is displayed, the ledger currency amount is calculated as: Ledger Currency = Foreign Currency / Rate.

You can change the conversion type, rate date, and conversion rate of a foreign currency receipt, even after it is transferred to general ledger.

You can't adjust the conversion rate of a foreign currency transaction on a completed invoice. You can alternatively incomplete the invoice, adjust the conversion rate, then complete the invoice again. If you can't incomplete the invoice, either because the invoice is paid, posted, printed, or has had a receipt applied against it, you must reverse the transaction (delete it, credit it, or change the transaction type to one that has the Open Receivable and Post to GL options set to No), then recreate the transaction at the new rate.

Updating Installments on Transactions: Explained

Use the Review Installments window in the Review Transaction page to update the installments on a transaction.

You can perform these updates on installments:

  • Update the due date of an installment.

  • Update the unpaid portion of an installment.

  • Add or delete installments.

Note: You can't update installments on transactions with balance forward billing payment terms.

Setting Up for Installment Updates

To set up for installment updates, perform these two tasks:

  • Set the AR: Update Due Date profile option to Yes in the Manage Receivables Profile Options page.

    Setting this profile option to Yes exposes editable fields in the Due Date and Original Amount columns in the Review Installments window.

  • Enable the Allow change to printed transactions option for the applicable business units in the Transactions section of the Billing and Revenue tab in the Create or Edit Receivables System Options page.

    While not required, best practice is to enable this option if you want to allow updates to installments after transactions are printed and delivered to customers for review.

Updating the Due Date of Installments

Use the applicable Due Date fields to update the due date of one or more installments with an open balance.

When you update an installment due date, this recalculates the days late and due days for the installment based on the new due date.

Updating the Unpaid Portion of an Installment

Use the applicable Original Amount fields to update any installment with an open balance. If an installment has either a credit or adjustment against it, you can update the remaining balance after the credit or adjustment is applied.

The amount you update on any installment must be greater than the amount already applied to the installment. For example, if the original installment amount is $50 and the customer paid $20, you can update the row amount by $20 or greater.

If you adjust the installment amount downwards, the adjustment can't be greater than the unpaid portion of the installment.

Adding and Deleting Installments

You can add or delete installments to reflect all the changes that you need to make to the installments on a transaction.

To add an installment:

  1. In the Review Installments window, click the plus (+) icon.

  2. The new installment appears with the sequence number incremented.

  3. Enter the due date and original amount for the new installment.

To delete an installment:

  1. In the Review Installments window, select the installment that you want.

  2. Click the delete (x) icon to delete the installment.

  3. The sequence numbers of the other installments are reset after you click the Save and Close button.

Note: You can delete any installment that doesn't have a payment against it. You can't delete the first installment, or installments that are paid, credited, adjusted, or in dispute.

The total of all installment amounts after any updates must equal the transaction entered amount. Any late charges or penalties are recalculated after any installment updates.

Creating a Receivables Transaction

Watch video

Watch: This video tutorial shows you how to create an accounts receivable invoice transaction. The content of this video is also covered in text topics.

Managing OAGIS 10.1 XML Transactions

Adding User-Defined Attributes to OAGIS 10.1 XML Receivables Transactions: Procedure

Add and maintain user-defined attributes at the invoice header, invoice line, and invoice tax line level of OAGIS 10.1 XML Receivables transactions.

OAGIS 10.1 XML provides many standard attributes for including information related to a transaction, such as purchase orders, shipping information, inventory details, and accounting. You can include attributes not mapped in and with no standard tag available in OAGIS 10.1 XML, by adding the attributes to the UserArea extension of OAGIS 10.1.

Preparing User-Defined Attributes

You use public APIs to insert and process user-defined attributes in XML transactions.

The public APIs include:

  • arp_util.insert_ar_extension_attributes: Use the public API arp_util.insert_ar_extension_attributes to create and load user-defined attributes into the AR_EXTENSION_ATTRIBUTES table.

  • arp_util.update_ar_extension_attributes: Use the public API arp_util.update_ar_extension_attributes to update the ATTRIBUTE_NAME and ATTRIBUTE_VALUE of user-defined attributes already in AR_EXTENSION_ATTRIBUTES table.

  • arp_util.update_ready_for_xml_flag: Use the public API arp_util.update_ready_for_xml_flag to set RA_CUSTOMER_TRX_ALL.READY_FOR_XML_DELIVERY to Y in the Load Extension Attributes for XML Transactions BIP report. The signature of this API is available in the delivered data model for the BIP report process.

Use these APIs in the PL/SQL code you write in the anonymous code block of the delivered Load Extension Attributes for XML Transactions BIP data model. The Load Extension Attributes for XML Transactions BIP report process runs as part of the Generate and Transfer XML Transactions process.

The extension attributes for Receivables transactions are computed and loaded into the AR_EXTENSION_ATTRIBUTES table during XML creation and delivery, once you configure the Load Extension Attributes for XML Transactions BIP data model to compute and load extension attributes using the API arp_util.insert_ar_extension_attributes. The API arp_util.update_ready_for_xml_flag sets RA_CUSTOMER_TRX_ALL.READY_FOR_XML_DELIVERY to Y.

Any errors encountered during the loading of extension attributes into the AR_EXTENSION_ATTRIBUTES table appear in the report output of the Load Extension Attributes for XML Transactions BIP process.

To add user-defined attributes to OAGIS 10.1 XML transactions, complete these steps:

  1. Log in to Oracle Fusion BI Publisher Enterprise using the xml p server URL for a user with the BI Administrator Role.

  2. Navigate to the Data Models folder in the BI Publisher Enterprise Catalog.

  3. Select the Load Extension Attributes for XML Transactions data model.

  4. In the Diagram tab, click the gear icon and select Edit Data Set.

  5. In the Edit Data Set window, complete the required fields.

  6. In the SQL Query section, write your PL/SQL code to compute and load the extension attributes for your transactions.

  7. Ensure that your PL/SQL code sets RA_CUSTOMER_TRX_ALL.READY_FOR_XML_DELIVERY to Y for transactions after the extension attributes are inserted. The API to set this is arp_util.update_ready_for_xml_flag.

  8. Save your work.

When you have finished defining your extension attributes and completed creating the Receivables transactions to deliver in XML format, run the Generate and Transfer XML Transactions process to deliver these transactions.

If RA_CUSTOMER_TRX_ALL.READY_FOR_XML_DELIVERY is not set to Y by the Load Extension Attributes for XML Transactions process, the process marks the XML Delivery Status of the transactions as Delivery Failed. Review the report output of the BIP process for errors encountered while inserting extension attributes for transactions that did not have READY_FOR_XML_DELIVERY set to Y.

API Signatures

The signatures of the APIs are available in the delivered data model for the Load Extension Attributes for XML Transactions BIP report process.

The signature of the API arp_util.insert_ar_extension_attributes to insert user-defined attributes into the AR_EXTENSION_ATTRIBUTES table is as follows:

PROCEDURE insert_ar_extension_attributes(extension_attr_tbl IN ARP_UTIL.EXTENSION_ATTR_TBL_TYPE,

x_msg_count OUT NOCOPY NUMBER,

x_msg_data OUT NOCOPY VARCHAR2,

x_return_status OUT NOCOPY VARCHAR2);

In this case EXTENSION_ATTR_TBL_TYPE is a PL/SQL table of the EXTENSION_ATTRIBUTE_RECORD record type. The definition of the EXTENSION_ATTRIBUTE_RECORD record type is as follows:

TYPE EXTENSION_ATTRIBUTE_RECORD IS RECORD(EXTN_ENTITY_ID AR_EXTENSION_ATTRIBUTES.EXTN_ENTITY_ID%type, ASSOCIATED_EXTN_ENTITY_ID1 AR_EXTENSION_ATTRIBUTES.ASSOCIATED_EXTN_ENTITY_ID1%type, ASSOCIATED_EXTN_ENTITY_ID2 AR_EXTENSION_ATTRIBUTES.ASSOCIATED_EXTN_ENTITY_ID2%type,ENTITY_TYPE_CODE AR_EXTENSION_ATTRIBUTES.ENTITY_TYPE_CODE%type,PROCESS_TYPE_CODE AR_EXTENSION_ATTRIBUTES.PROCESS_TYPE_CODE%type,ATTRIBUTE_NAME AR_EXTENSION_ATTRIBUTES.ATTRIBUTE_NAME%type,ATTRIBUTE_VALUE AR_EXTENSION_ATTRIBUTES.ATTRIBUTE_VALUE%type);

The signature of the API arp_util.update_ar_extension_attributes to update ATTRIBUTE_NAME and ATTRIBUTE_VALUE of the user-defined attributes already in the AR_EXTENSION_ATTRIBUTES table is as follows:

PROCEDURE update_ar_extension_attributes(extension_attr_tbl IN ARP_UTIL.EXT_ATTR_TBL_FR_UPDATE,

x_msg_count OUT NOCOPY NUMBER,

x_msg_data OUT NOCOPY VARCHAR2,

x_return_status OUT NOCOPY VARCHAR2);

In this case EXT_ATTR_TBL_FR_UPDATE is a PL/SQL table of the EXT_ATTR_RECORD_FR_UPDATE record type. The definition of the EXT_ATTR_RECORD_FR_UPDATE record type is as follows:

TYPE EXT_ATTR_RECORD_FR_UPDATE IS RECORD(EXTN_ENTITY_ID AR_EXTENSION_ATTRIBUTES.EXTN_ENTITY_ID%type, ENTITY_TYPE_CODE AR_EXTENSION_ATTRIBUTES.ENTITY_TYPE_CODE%type, PROCESS_TYPE_CODE AR_EXTENSION_ATTRIBUTES.PROCESS_TYPE_CODE%type, ATTRIBUTE_NAME AR_EXTENSION_ATTRIBUTES.ATTRIBUTE_NAME%type, NEW_ATTRIBUTE_NAME AR_EXTENSION_ATTRIBUTES.ATTRIBUTE_NAME%type, NEW_ATTRIBUTE_VALUE AR_EXTENSION_ATTRIBUTES.ATTRIBUTE_VALUE%type);

The signature of the API arp_util.update_ready_for_xml_flag to update READY_FOR_XML_DELIVERY_FLAG in the RA_CUSTOMER_TRX_ALL table is as follows:

PROCEDURE update_ready_for_xml_flag(p_customer_trx_id IN NUMBER,

p_xml_ready_flag IN VARCHAR2,

x_msg_count OUT NOCOPY NUMBER,

x_msg_data OUT NOCOPY VARCHAR2,

x_return_status OUT NOCOPY VARCHAR2);

Managing OAGIS 10.1 XML Delivery Errors: Explained

After you run the Generate and Transfer XML Transactions process to deliver transactions in OAGIS 10.1 XML format, review the status of your XML transaction deliveries. If necessary, take corrective actions on any transactions that were not successfully delivered.

XML Transaction Delivery Errors

Use the Manage Transactions page to review transactions delivered in XML format. Use Collaboration Messaging to review and correct any transactions with the XML delivery status Processing Error or Delivery Failed.

  • Use the Manage Undelivered Collaboration Messages page to review the error details of transactions with the XML delivery status Processing Error.

  • Use the Manage Failed Collaboration Messages page to review the error details of transactions with the XML delivery status Delivery Failed.

Note: If a Receivables XML transaction remains in the Delivery In Progress status for more than two hours, the status of the transaction is updated to Delivery Failed by the next run of the Generate and Transfer XML Transactions process. You can reprocess XML transactions marked as Delivery Failed by the running the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.
Inbound CBOD Collaboration Message

The inbound CBOD collaboration message returns an acknowledgment code of Success, Error, or Other. This acknowledgment code appears in the XML Delivery Status column of the Manage Transactions page.

The CBOD acknowledgment codes appear in the XML Delivery Status column in this way:

  • Document Received corresponds to Success.

  • Document Not Received corresponds to Error.

  • Unknown Acknowledgment Code corresponds to Other.

If a customer trading partner wants to send a status code other than one of these three, you can map customer codes to one of the three statuses using the Manage Confirmation Codes page of the Manage B2B Trading Partners task in the Collaboration Messaging work area.

Note: Collaboration Messaging provides the CollaborationMessageService, which service providers and trading partners can use to send the CBOD acknowledgment. You can access the details of the CollaborationMessageService using the available URL.
Reviewing Errors in XML Transaction Delivery

To review errors in XML delivery:

  1. Navigate to the Manage Transactions page.

  2. Search for transactions with the Delivery Method field set to XML.

  3. Scroll across to expose the Ready for XML Delivery and XML Delivery Status columns.

  4. If the XML Delivery Status column for an XML transaction displays Processing Error or Delivery Failed, use Collaboration Messaging to investigate the cause of the failure.

  5. Navigate to the Collaboration Messaging work area.

  6. If the status is Processing Error, navigate to the Manage Undelivered Collaboration Messages page.

    You can either reprocess these transactions from the Manage Undelivered Collaboration Messages page or set them to Delivery Failed by canceling the transactions.

  7. If the status is Delivery Failed, navigate to the Manage Failed Collaboration Messages page.

    You can reprocess these transactions with another run of the Generate and Transfer XML Transactions process, setting the Transactions Included parameter to Failed Transactions.

Correcting Errors in XML Transaction Delivery

Review and correct outbound processing, document retrieval, and inbound processing errors using the Manage Failed Collaboration Messages and Manage Undelivered Collaboration Messages tasks.

To review and correct errors in XML delivery:

  1. Navigate to the Collaboration Messaging work area.

  2. Open either the Manage Failed Collaboration Messages page or the Manage Undelivered Collaboration Messages page.

  3. Search for the XML transaction you want.

  4. In the Messages section, review the Error Type and Error Subtype columns:

    • Error Type displays the category of delivery error: Outbound Processing Error, Document Retrieval, or Inbound Processing Error.

    • Error Subtype displays the specific delivery error.

This table displays for each Error Type and Error Subtype the corrective action to use:

Error Type Error Subtype Corrective Action

Outbound Processing Error

Collaboration Messaging Framework is disabled

  1. Navigate to Setup and Maintenance.

  2. Open the Manage Collaboration Messaging Configuration page.

  3. Enable collaboration messaging for the Order to Cash business process.

  4. Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Outbound Processing Error

Application Partner Document status is Disabled

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Customer Account Collaboration Configuration page and search for the customer account.

  3. Set the Association Status to Enabled for the PROCESS_INVOICE_OUT document.

  4. Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Outbound Processing Error

External Partner Document not found

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage B2B Trading Partners page and search for the trading partner.

  3. Define the PROCESS_INVOICE_OUT document for this trading partner.

  4. Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Outbound Processing Error

External Partner Message not found

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage B2B Trading Partners page and search for the trading partner.

  3. Define the PROCESS_INVOICE_COLLAB_MSG_OUT message for this trading partner.

  4. Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Outbound Processing Error

Application Partner Document status is Hold

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Customer Account Collaboration Configuration page and search for the customer account.

  3. Set the Association Status to Enabled for the PROCESS_INVOICE_OUT document.

  4. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  5. Reprocess the XML transaction.

Outbound Processing Error

External Service Invocation Failure

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  3. Review the error description and fix the Web service URL, if that is the reason for the error.

  4. Reprocess the XML transaction.

Outbound Processing Error

Unexpected error

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  3. Review the error description and fix the reason for the error.

  4. Reprocess the XML transaction.

Outbound Processing Error

External Partner Document status is not Active

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage B2B Trading Partners page and search for the trading partner.

  3. Set the PROCESS_INVOICE_OUT document status to Active for this trading partner.

  4. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  5. Reprocess the XML transaction.

Outbound Processing Error

External Partner Message status is not Active

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Collaboration Messaging Service Providers page and search for the service provider.

  3. Set the PROCESS_INVOICE_COLLAB_MSG_OUT message status to Active for this service provider.

  4. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  5. Reprocess the XML transaction.

Outbound Processing Error

Application Service Invocation Failure

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Undelivered Collaboration Messages page and search for the XML transaction.

  3. Reprocess the XML transaction.

Document Retrieval

Application Partner Document not found

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Customer Account Collaboration Configuration page and search for the customer account.

  3. Associate the PROCESS_INVOICE_OUT document to the customer account.

  4. Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Document Retrieval

Application Query returned no records

Rerun the Generate and Transfer XML Transactions process with the Transactions Included parameter set to Failed Transactions.

Inbound Processing Error

Setup validation failure

  1. Navigate to the Collaboration Messaging Framework work area.

  2. Open the Manage Collaboration Messaging Service Providers page and search for the service provider.

  3. Define the CONFIRM_BOD_COLLAB_MSG_IN message and associate it to the PROCESS_INVOICE_COLLAB_MSG_OUT message for this service provider.

Inbound Processing Error

Unidentified Message Type

  1. Ensure that the type in the BusinessObjectDocument tag of the CBOD XML sent by the external partner is ConfirmBODType.

  2. The existing document cannot be reprocessed. The inbound CBOD needs to be re-sent by the external partner.

Reports for Create and Process Transactions

Billing History Report

Use the Billing History Report to review a summarized history of activity against each of your customer invoices, debit memos, chargebacks, and on-account credits.

The Billing History Report includes for each debit item the original transaction amount, the current balance due, the sum of all payments applied to the debit item, the total credit memo amounts that affect the debit item, and the total adjustment amounts for the debit item.

Submit this report according to your transaction or customer review requirements.

Report Output

The report prints one line for each debit item and summarizes all of the activity associated with each item in the entered currency.

This table describes the report headings in the Billing History Report.

Report Heading Description

Transaction Original Amount

The original amount of the transaction.

Transaction Balance Due

The balance due after each activity against the transaction.

Activity Applied Amount

The amount of each payment against the transaction.

Activity Credited Amount

The amount of each credit against the transaction.

Activity Adjusted Amount

The amount of each adjustment to the transaction.

This table describes the row heading in the Billing History Report.

Row Heading Description

Total for Currency

The totals for all transaction activity in the entered currency.

Document Number Audit Report

Use the Document Number Audit Report to identify missing document numbers. The report identifies missing numbers in a given sequence. If you are using manual or partial automatic numbering, the report only validates that the numbers are unique, not that they are sequential.

You enable document sequencing in the Sequencing section of the Specify Options page of your primary ledger. If you enable both of the following options, then document sequencing is always used in all legal entities assigned to the ledger:

  • Set the Sequencing By option to Legal Entity.

  • Enable the Enforce Document Sequencing option for Receivables.

However, even with these settings enabled, it is still possible to have missing document numbers. For example, a rollback of your database can cause missing document numbers. When you roll back a transaction after a document number was assigned, the document number is removed. When you resume entering data for the transaction, a new sequence number is assigned.

Run this report according to your document audit requirements.

Report Parameters
Report Type

Adjustment, Invoice, or Receipt.

Sequence Name

The name of the document sequence that you want to audit.

From/To Document Number

The document number range to include in the report.

Report Output

This table describes the important column headings in the Document Number Audit Report.

Column Heading Description

Document Number

The missing document number.

Status

The status of the missing document number:

  • Entered: Both the Audit table and the Transaction table have an entry for this document number.

  • Not Entered: No entry for this document number exists in either the Audit table or the Transaction table.

  • Deleted: The Audit table contains an entry for this document number but the Transaction table does not.

Invoices Posted to Suspense Report: Explained

This topic contains summary information about the Invoices Posted to Suspense Report.

Overview

The Invoices Posted to Suspense Report provides a listing of all transactions that have revenue amounts posted to suspense accounts.

This image shows output from the Invoices Posted
to Suspense Report.
Key Insights

The report groups and prints revenue amounts by the company or balancing segment of the accounting flexfield, postable status, and currency.

Frequently Asked Questions

The following table lists frequently asked questions about the Invoices Posted to Suspense Report.

FAQ Answer

How do I find this report?

Reports and Analytics pane - Shared Folders - Financials - Receivables - Accounting

Who uses this report?

Financial Manager after a run of the Import AutoInvoice program, whenever you use a suspense general ledger account.

When do I use this report?

To review a list of transactions, where revenue amounts are posted to suspense accounts when the imported transaction line amounts do not agree with the Price * Quantity calculated amount.

What can I do with this report?

Schedule to run following a run of the Import AutoInvoice program.

What type of report is this?

Oracle Business Intelligence Publisher

Invoices Posted to Suspense Report

Use the Invoices Posted to Suspense Report to review a list of all transactions that have revenue amounts posted to suspense accounts.

Receivables posts revenue amounts to a suspense account when you import transactions using AutoInvoice and both of the following are true:

  • The amount specified on a transaction line does not match the value of (Price * Quantity).

  • The Create Clearing option on the transaction source is enabled.

The report groups and prints revenue amounts by the company or balancing segment of the accounting flexfield, postable status, and currency.

Run this report after importing transactions using AutoInvoice, or during your account reconciliation activities.

Report Output

This table describes important column headings in the Invoices Posted to Suspense Report.

Column Heading Description

Class

The transaction class of the transaction.

Transaction Type

The transaction type assigned to the transaction.

Transaction Number

The number assigned to the transaction.

Customer Name

The customer name on the transaction.

Customer Account Number

The customer account number on the transaction.

Transaction Date

The date the transaction was created.

Accounting Date

The date the transaction posts to general ledger.

Entered Amount

The transaction amount in the entered currency.

Accounted Amount

The transaction amount in the ledger currency.

This table describes important row headings in the Invoices Posted to Suspense Report.

Row Heading Description

Company

The company or balancing segment of the accounting flexfield for this group of transactions.

Postable

The post to general ledger status for this group of transactions.

Currency

The currency for this group of transactions. The report prints a new page for each currency.

Total for Class

The total amount for transactions belonging to a transaction class.

Total for Currency

The total amount for transactions in the designated entered currency.

Total for Postable

The total accounted amount for all transactions that posted to the general ledger.

Total for Company

The total accounted amount for all transactions belonging to the designated company.

Report Summary

The total accounted amount for all transactions.

Transaction Details Report: Explained

This topic contains summary information about the Transaction Details Report.

Overview

The Transaction Details Report lists all of the information that was entered for each of your transactions.

This image shows output from the Transaction Details
Report.
Key Insights

The report provides, for each transaction, complete header and line information, tax information, freight information, sales credits, revenue accounting, account sets, and transaction flexfield.

Frequently Asked Questions

The following table lists frequently asked questions about the Transaction Details Report.

FAQ Answer

How do I find this report?

Reports and Analytics pane - Shared Folders - Financials - Receivables - Billing

Who uses this report?

Financial Specialist during transaction reviews.

When do I use this report?

When you need to see all the details related to specific transactions.

What can I do with this report?

Schedule as needed.

What type of report is this?

Oracle Business Intelligence Publisher

Transaction Details Report

Use the Transaction Details Report to review all of the information that was entered for each of your transactions. The report provides detailed information on all invoices, credit memos, debit memos, and chargebacks belonging to a business unit.

The report provides, for each transaction, complete header and line information, tax information, freight information, sales credits, revenue accounting, account sets, and transaction flexfield.

Run this report according to your customer transaction review requirements.

To run the report, you must select a business unit and range of transactions. You can also limit the report to transactions belonging to a certain transaction class.

Report Output

This table describes important row headings in the Transaction Details Report.

Row Heading Description

Credit Method for Rules

The method the credit memo uses to adjust the revenue accounts of an invoice that uses invoicing and revenue scheduling rules.

Credit Method for Installments

The method the credit memo uses to credit invoices with installments.

Special Instructions

Any special instructions about the transaction.

Comments

User comments about the transaction.

Transaction Flexfield

The transaction flexfield for the transaction, if applicable.

This table describes the revenue accounts column headings in the Transaction Details Report.

Revenue Accounts Column Heading Description

Line Number

The transaction line item number that refers to the revenue account. One transaction line item can be distributed to many revenue accounts.

Percentage

The percentage of the transaction line amounts that is associated to this revenue account.

Amount

The amount of the line item distributed to this revenue account.

Accounting Flexfield

The revenue account for the line item distribution.

Comments

User comments about the line item distribution.

Accounting Date

The accounting period when the line item distribution will be posted to general ledger.

Posted Accounting Date

The date the line item distribution has posted to general ledger, if applicable.

Revenue Scheduling Rule

The revenue scheduling rule associated to the transaction line, if applicable.

This table describes the account sets column headings in the Transaction Details Report.

Account Sets Column Heading description

Line Number

The transaction line number to which this account set is applied.

Other Line

The tax or freight line number.

Line Type

The line type: Line, Tax, Freight, or Charges.

Account Class

The account class for the accounting flexfield.

Percentage

The percentage of the transaction line amounts that is associated with this account.

Accounting Flexfield

The accounting flexfield for the tax account.

Comments

User comments about the transaction line.

Revenue Scheduling Rule

The revenue scheduling rule associated to the transaction line, if applicable.

Transaction Register: Explained

This topic contains summary information about the Transaction Register.

Overview

The Transaction Register lets you review customer transactions by business unit and accounting period.

This image shows output from the Transaction Register.
Key Insights

The report includes all transactions that increase or decrease the customer outstanding balance for the specified period.

Frequently Asked Questions

The following table lists frequently asked questions about the Transaction Register.

FAQ Answer

How do I find this report?

Reports and Analytics pane - Shared Folders - Financials - Receivables - Period Close

Who uses this report?

  • Financial Specialist reviewing activity for the period.

  • Financial Manager during period close processing.

When do I use this report?

  • When you need a listing of customer transactions.

  • During the receivables reconciliation process.

What can I do with this report?

Schedule as needed.

What type of report is this?

Oracle Transactional Business Intelligence

Related Subject Areas

This report uses the Receivables - Transactions Real Time subject area.

Transaction Register

Use the Transaction Register to review your customer transactions by business unit and accounting period. The report includes all transactions that increase or decrease the customer outstanding balance for the specified period.

You can optionally review transactions that update customer balances but do not post to the general ledger by setting the Post to General Ledger Eligible parameter to No. Use this parameter option for your transactions that are imported into Receivables from non-Oracle billing systems that post directly to the general ledger. When you import these transactions into Receivables, the Post to GL option on the transaction types assigned to these transactions is not enabled, because they are already accounted in the general ledger. Receivables is then used to track these transactions for payment and collection purposes.

Run the Transaction Register according to your customer account review requirements. You can also use this report to assist in reconciliation to the general ledger when a standalone report is needed.

Selected Report Parameters
Accounting Date

The transaction accounting date range to include in the report.

Transaction Currency

Confine the report to one transaction currency.

Transaction Class

Confine the report to invoices, credit memos, chargebacks or debit memos.

Post to General Ledger Eligible
  • Yes: Transactions eligible for posting to the general ledger. The Post to GL option on the transaction types assigned to these transactions is enabled.

  • No: Transactions that do not post to the general ledger. The Post to GL option on the transaction types assigned to these transactions is not enabled.

Report Output

The report groups transactions by transaction class and accounting date, and provides subtotals by transaction class and business unit.

This table describes the report headings in the Transaction Register.

Report Heading Description

Transaction Entered Amount

The amount of the transaction in the transaction currency.

Transaction Currency

The currency of the transaction.

Transaction Accounted Amount

The accounted amount of the transaction in the ledger currency.

[Transaction Class] Total

Total accounted amount for each transaction class.

[Business Unit] Total

Total accounted amount for each business unit.

Grand Total

Total accounted amount for the report.

FAQs for Create and Process Transactions

When do I enter an invoicing rule?

Enter an invoicing rule for invoices that recognize receivables over more than one accounting period. There are two invoicing rules:

  • In Advance: Use this rule to recognize the receivable immediately.

  • In Arrears: Use this rule to recognize the receivable at the end of the revenue recognition schedule, which is defined by the revenue scheduling rule assigned to the invoice.

Revenue is recognized according to the revenue scheduling rule assigned to the invoice line. Revenue scheduling rules determine the number of periods and percentage of total revenue to record in each accounting period.

Note: You must enter an invoicing rule if you want to assign a revenue scheduling rule to line items, or if an item or memo line is assigned a default revenue scheduling rule.

What's the difference between the various customers?

An invoice identifies the customer or customers involved in the transaction. Often the various customer entries all refer to the same enterprise, or to legal entities belonging to the same enterprise.

If you enter ship-to customer information, this populates the default bill-to information. If you enter bill-to information, this does not populate default ship-to information.

From an invoicing point of view, you don't have to provide ship-to information. However, taxes are calculated based on ship-to information.

If the transaction involves more than one customer or entity, you can use the available sections to identify each party to the transaction. The invoice identifies these customers:

  • Ship-to customer: The party who receives the goods or services billed on the invoice.

  • Bill-to customer: The party who is billed for the goods or services.

  • Sold-to customer: The party with whom the sale of the goods or services is identified. For example, similar goods are sold to different outlets of the same retail organization.

  • Paying customer: The party who actually pays for the goods or services. For example, a primary customer might pay for related invoices belonging to different parties.

What legal entity is assigned to a transaction?

A legal entity is assigned to a transaction according to this hierarchy:

  1. Legal entity of the transaction type assigned to the transaction.

  2. Legal entity of the transaction source assigned to the transaction.

  3. Default legal entity assigned to the business unit.

You can update the legal entity assigned to the transaction in the Miscellaneous section of the Create and Edit Transaction pages with any other legal entity associated with the active ledger of the business unit.

How do I create and update installments?

Assign split payment terms to an invoice or debit memo to let customers make payments in multiple installments. The billing process automatically creates the payment schedules based on the transaction date and the details of the split payment terms. For example, split payment terms can specify that 40 percent of an invoice is due 30 days after the invoice date, and the remainder is due in 60 days.

You can review installments for an invoice or debit memo transaction from the Review Transaction page or the Manage Transactions page. You can perform these actions on installments:

  • Update the due date of an installment.

  • Update the unpaid portion of an installment.

  • Add or delete installments.

How do I manage sales credits?

The sales credit allocation is calculated based on the salespersons assigned to the transaction. Use the Sales Credits section on the Review Transaction page to review and update sales credit allocations to both the transaction and transaction lines.

If the AR: Update of Existing Sales Credits Allowed profile option is set to No, the existing sales credits are read only. You can still adjust sales credit allocations by adding new lines with the changes that you want to apply.

How do I manage freight charges?

You can assign freight charges to a transaction or to each transaction line. When you assign freight charges to a transaction, the freight amount is included in the total amount of the transaction.

By default, tax is not calculated on freight charges. However, you can calculate sales tax on freight by using a memo line to define freight services and entering this memo line as a transaction line item.

How do I manage default tax exemption handling for invoice lines?

If you update the default tax exemption handling value at the transaction level, this value becomes the default value for any new transaction lines created. You can change this default value on the new lines created at the line level.

Updating the default tax exemption handling value at the transaction level does not change the value on existing lines. If the transaction already contained transaction lines when you updated the default tax exemption handling value, these lines retain their existing tax exemption handling values.

Why can't I update freight information for the entire invoice?

You update freight charges that apply to the entire invoice at the invoice level only. If freight is entered on one or more individual invoice lines, you can only update these freight amounts at the line level. Updates to freight at the invoice level don't update freight amounts at the line level.

Why can't I update an installment on the transaction?

Because the transaction belongs to a bill plan and the installment has either a dispute or an adjustment against it.

Can I enter a document number on a void transaction?

No, document sequencing uses the accounting date as the document sequence date. Void transactions don't have an accounting date.

In addition, you can't void an existing transaction assigned a document number if the Receivables system option Allow transaction deletion is not enabled. This is to maintain the integrity of gapless sequencing.

If the Receivables system option Allow transaction deletion is enabled, then voiding an existing transaction removes the document number.

How can I use social networking to quickly resolve a customer complaint about an invoice?

Use the Social link on the Review Transaction: Invoice page to invite others to a conversation to address the complaint.

For example, you confirm that the customer was overcharged for a line item on the invoice. You need management approval to make an adjustment to the invoice.

From the Review Transaction: Invoice page:

  1. Click Social to open Oracle Social Network. Click the Share button, or click Join if collaboration has already been initiated.

  2. Create a new related conversation.

    The details of your exchange are recorded within the context of this particular invoice.

  3. Invite the billing manager to join the conversation and mark it so as to get his or her attention.

    Your manager asks you to confirm the adjustment with the salesperson.

  4. Invite the salesperson to join the conversation.

    Even though the salesperson does not have access to the application, he or she does have access to Oracle Social Network Cloud Service. The salesperson joins the conversation and agrees to the adjustment.

  5. From the Actions menu, select Manage Adjustments to create the adjustment that you all agreed upon.

Depending on your job role and permissions, you can access social networking features for the following Receivables activities:

  • Transactions

  • Standard receipts

  • Adjustments

  • Revenue adjustments

Manage Recurring Billing

Recurring Billing: Overview

Use Recurring Billing to manage the creation of invoices on a cyclical basis for a fixed period of time, as reflected in the terms of a contract with your customer. Examples include the use of rental equipment at a fixed monthly rate, or consulting services provided on an ongoing basis for the life of a project.

Use the Create Recurring Bill Plan page to define a bill plan according to the negotiated terms of the contract with your customer. Important components of the bill plan include contract and billing dates, billing frequency, payment terms, receipt method and payment instrument details, and the items or memo lines to be billed.

Generate invoices for a bill plan by running the Generate Recurring Billing Data program. This program loads invoice lines into the AutoInvoice interface tables. You then run Import AutoInvoice to group invoice lines into invoices per bill plan and bill plan period, and import the invoices into Receivables.

Use the Manage Recurring Bill Plans page to search for and review your bill plans and to create a duplicate bill plan. Use the Edit Recurring Bill Plan page to update an individual bill plan to reflect changes to the terms of a contract.

Use the Manage Transactions and Review Transaction pages to search for and review the transactions created by a bill plan. Use the Review Installments window to review and update unpaid installments on an invoice generated by a bill plan, according to the changes requested by your customer.

Use the Review Recurring Bill Plan History page to review and track changes made to a bill plan or bill plan lines. This includes changes to items and memo lines, transaction dates, and pricing.

Setting Up for Recurring Billing: Procedures

Set up for recurring billing to create and manage recurring billing bill plans. You use recurring bill plans to generate a set of transactions with the same header and line information over a period of time agreed upon between you and the customer.

To set up for recurring bill plans, complete these tasks:

  • Set Receivables Profile Options for Recurring Bill Plans

  • Set Receivables System Options for Recurring Bill Plans

  • Set Up Transaction Sources for Recurring Bill Plans

  • Set Up Transaction Types for Recurring Bill Plans

Set Receivables Profile Options for Recurring Bill Plans

Set one or both of these profile options for recurring bill plans:

  • Default Business Unit profile option: If applicable, define a business unit to populate by default in the Business Unit field on the Create Recurring Bill Plan page.

  • Conversion Rate Type profile option: If applicable, define a conversion rate type to populate by default in the Conversion Rate Type field on the Create Recurring Bill Plan page.

    Enter a value for this profile option if you intend to create a bill plan in a currency other than the ledger currency of the business unit assigned to the bill plan.

Set Receivables System Options for Recurring Bill Plans

To set Receivables system options for recurring bill plans:

  1. Navigate to the Create System Options or Edit System Options page.

  2. Select the applicable business unit.

  3. Click the Billing and Revenue tab, if it is not already displayed.

  4. In the Transactions section, enable the Enable recurring billing option to activate features in Receivables for recurring bill plans. This includes:

    • Recurring Bill Plan pages

    • Recurring Bill Plan attributes in the Manage Transactions page and the Edit and View Transaction pages

    • Generate Recurring Billing Data program

  5. In the Transactions section, enable the Allow change to printed transactions option if you want to be able to update installments on transactions generated by a bill plan after the transaction was printed and delivered.

  6. Complete or update the rest of Receivables system options according to your requirements, and save.

Set Up Transaction Sources for Recurring Bill Plans

Receivables provides the predefined transaction source ORA_RecurringBilling. This transaction source appears by default on the Create Recurring Bill Plan page. You can set up additional transaction sources for use with recurring bill plans according to your needs.

To set up a transaction source for recurring bill plans:

  1. Navigate to the Manage Transaction Sources page.

  2. Click the Add icon.

  3. In the Transaction Source Set field, select the Common Set.

  4. In the Name field, enter a name for this transaction source for recurring bill plans.

  5. In the Description field, enter a description for this transaction source.

  6. In the Type field, select Imported.

  7. Enter the dates that this transaction source is active.

    Note: You can only use transaction sources that are active on or before the first transaction date specified on the bill plan, and are active during the entire life of the bill plan.
  8. Enable the Automatic transaction numbering option and enter a number in the Last Number field.

  9. In the Standard Transaction Type field, select Invoice or another transaction type that you have defined for use with recurring bill plans.

  10. In the Invalid Line field, select Reject Invoice.

  11. In the Accounting Date in a Closed Period field, select Adjust.

  12. In the Grouping Rule field, select the grouping rule to use to group invoice lines into invoices.

  13. Ensure that Oracle CPQ Cloud Integration is not enabled.

  14. Complete the remaining settings according to your requirements, and save.

Set Up Transaction Types for Recurring Bill Plans

Set up Invoice transaction types for use with invoice transactions created by a recurring bill plan.

Receivables provides the predefined transaction type Invoice. This transaction type appears by default on the Create Recurring Bill Plan page. You can set up additional Invoice transaction types for use with recurring bill plans according to your needs.

To set up an Invoice transaction type for recurring bill plans:

  1. Navigate to the Manage Transaction Types page.

  2. Click the Add icon.

  3. In the Transaction Type Set field, select the Common Set.

  4. In the Name field, enter a name for this transaction type for recurring bill plans.

  5. In the Description field, enter a description for this transaction type.

  6. In the Transaction Class field, select Invoice.

  7. In the Transaction Status field, select Open, Closed or Pending.

    You can't create a Void transaction type for use with recurring bill plans.

  8. Enter the dates that this transaction type is active.

    Note: You can only use transaction types that are active on or before the first transaction date specified on the bill plan, and are active during the entire life of the bill plan.
  9. In the Creation Sign field, select Positive Sign.

  10. In the Generate Bill field, select Yes.

  11. Ensure that the Open Receivable and Post to GL options are enabled.

  12. In the Reference Accounts section, enter a Revenue account.

  13. Complete the remaining settings according to your requirements, and save.

Dating a Recurring Bill Plan: Explained

Use the dates on the recurring bill plan to manage the billing activities and milestones for all transactions created by the plan.

If you need to update any dates related to the bill plan, you must ensure that all updates are consistent with the contract terms and all necessary billing periods and transactions.

If necessary, you can inactivate a bill plan, and then reactivate it at a later time. When a bill plan is reactivated, the next run of the Generate Recurring Billing Data program creates transactions for all applicable billing periods, including the periods during which the bill plan was inactive.

Contract Dates

The contract dates determine the length of the entire contract reflected by the bill plan. These dates should span the creation and delivery of all transactions belonging to the contract.

The default contract start date is the system date, and the default contract end date is one year later. You can update these dates according to the requirements of the contract. The contract end date should include the last date that a transaction is created.

First Transaction Date

Enter in the First Transaction Date field the date of the first transaction created by the bill plan. The default is the system date, that is, the same date as the contract start date. You can enter a first transaction date that is either on or after the contract start date within the first billing period.

If you don't use the Second Transaction D ate and Second Billing Period Start Date fields, then the remaining transactions in the bill plan are created according to the value in the Billing Frequency field. For example, if the first transaction date is January 1, and the billing frequency is Monthly, then all transactions in the bill plan are created on the first day of the month.

Second Transaction Date

Use the Second Transaction Date field to create a transaction date for the second and all subsequent transactions created by the bill plan. You enter a second transaction date if the first transaction created was for a partial period only, and you don't want to use the first transaction date as the creation date for all remaining transactions in the plan.

For example, a contract began on January 1 with a billing frequency of Monthly and transactions to be created the first of the month, but the first transaction is to be issued on January 15. You enter a first transaction date of January 15 to create a transaction for the partial period of January 15-31. You then enter a second transaction date of February 1 for the second and all subsequent transactions to be created on the first day of the month.

Second Billing Period Start Date

Use the Second Billing Period Start Date field to create a different billing period start date for the remaining billing periods in the bill plan.

The first billing period start date is the same as the contract start date. By default, each subsequent billing period begins according to the contract start date and the value in the Billing Frequency field. For example, if the contract start date is January 1 and the billing frequency is Quarter, then the second billing period start date is April 1.

If you enter a date in the Second Billing Period Start Date field, this becomes the start date of the second billing period. The subsequent billing periods begin according to the second billing period start date and the value in the Billing Frequency field.

For example, if the contract start date is January 1 and the billing frequency is Quarter, and you enter a second billing period start date of February 1, then the first billing period was January 1-31. The second billing period will be February 1 - April 30.

Recurring Bill Plans: How They Are Created

Create a recurring bill plan to generate a set of invoices for a customer over a specified period of time.

The definition of a bill plan reflects the negotiated terms of a contract with the customer for goods delivered or services rendered. A bill plan includes details such as billing frequency, contract start and end dates, payment terms, and the items or memo lines to include on each invoice. After you create a recurring bill plan, you use AutoInvoice to generate invoices for a given billing period according to the bill plan definition.

Settings That Affect Recurring Bill Plans

These settings are important for creating bill plans and generating invoices automatically:

  • Receipt Method: Create at least one receipt method for each customer for whom you intend to create a bill plan. The receipt method must be active as of the first transaction date of the bill plan.

  • Create Recurring Bill Plan page: Important settings for creating a bill plan include:

    • Transaction Source field: Use the predefined transaction source ORA_RecurringBilling or enter an Imported transaction source defined for use with bill plans.

    • Transaction Type field: Use the predefined transaction type Invoice or enter an Invoice transaction type defined for use with bill plans.

    • Billing Frequency field: Select the billing frequency for the bill plan. Receivables generates invoices based on the billing frequency and the transaction and billing period dates.

    • Bill plan dates:

      • Contract date fields: Enter the start and end dates of the contract. The contract start date is the date of the first billing period. The contract end date indicates the end of the contract and therefore the bill plan. You can't generate invoices after the contract end date.

      • First Transaction Date field: Enter the date of the first transaction created by the bill plan. This date must be within the first billing period. Remaining transactions are generated and dated according to this date plus billing frequency, unless you use the Second Transaction Date and Second Billing Period Start Date fields.

      • Second Transaction Date field: If necessary, enter a date for the second and all subsequent transactions created by the bill plan. Remaining transactions are generated and dated according to this date plus billing frequency.

      • Second Billing Period Start Date field: If necessary, enter a date for the remaining billing periods in the bill plan. Remaining billing periods are dated according to this date plus billing frequency.

    • Customer tab: Enter the bill-to customer for the bill plan. If necessary, enter a different ship-to customer.

    • Payment tab:

      • Payment Terms field: Enter the payment terms for the bill plan, if not already populated when you selected the bill-to customer.

      • Receipt Method field: Enter the receipt method to use to apply receipts to invoices generated by the bill plan.

      • If the payment method is credit card or bank account transfer, complete the necessary fields for the payment instrument.

    • Miscellaneous tab:

      • Legal Entity field: If necessary, enter the legal entity for this bill plan.

      • Generate Bill option: Ensure that the Generate Bill option is enabled.

    • Lines section: Enter the invoice lines to appear on each invoice. You must enter at least one invoice line to save the bill plan.

How Invoices Are Generated for a Bill Plan

Complete these steps to generate invoices for a bill plan:

  1. Create a bill plan that reflects the details of the contract with your customer.

  2. Run the Generate Recurring Billing Data program. The program:

    1. Selects all bill plans that are active on the date of the program submission.

    2. Identifies bill plans eligible for invoicing based on the transaction date and billing frequency.

    3. Generates invoice lines for these bill plans according to the details of each bill plan.

    4. Uploads the invoice lines to the AutoInvoice lines interface table (RA_INTERFACE_LINES_ALL).

  3. Run the Import AutoInvoice program. The program:

    1. Groups invoice lines into invoices per customer, bill plan name, and bill plan period.

    2. Groups the invoice lines that failed the AutoInvoice import process.

  4. If necessary, correct the errors in the invoice lines and resubmit Import AutoInvoice.

    Note: Any updates to invoice lines apply to this invoice only. AutoInvoice does not apply these updates to the bill plan itself.
  5. Run the Print Transactions program to print the bill plan invoice and send it to your customer.

Updating Recurring Bill Plans: Points to Consider

You may need to update one or more details of a recurring bill plan to reflect changes to the terms of the contract with your customer.

Use the Edit Recurring Bill plan page to update a bill plan. Until you generate transactions for a bill plan, you can update any attribute except the business unit assignment and the bill plan name. Updates to a bill plan that has not generated transactions are not tracked in the recurring bill plan history.

Once you generate transactions for a bill plan, the attributes that you can update are restricted, and all changes are tracked in the recurring bill plan history, except for updates to special instructions or descriptive flexfields.

Note: Updates to a recurring bill plan affect future-generated transactions only. You can't use the bill plan to modify transactions already generated by the bill plan.

There are these points to consider when updating a recurring bill plan:

  • Inactivating a Recurring Bill Plan

  • Changing Assignments to a Recurring Bill Plan

  • Updating Invoice Lines

  • Changing the Price of Invoice Line Items

Inactivating a Recurring Bill Plan

After the life of a bill plan is complete and the last transactions generated, you should inactivate the bill plan by deselecting the Active option. A bill plan should be inactivated after the contract end date.

If necessary, you can temporarily inactivate a bill plan, for example, to renegotiate terms of the contract or decide upon a new end date for the contract. While the bill plan is inactive:

  • You can't make any updates to the bill plan.

  • Running the Generate Recurring Billing Data program doesn't generate transactions for the bill plan.

After you reactivate the bill plan and make any necessary updates, the next run of the Generate Recurring Billing Data program generates all transactions that had not been generated since the bill plan was inactivated.

For example, a year-long contract began on January 1 with a billing frequency of Monthly. The first invoice was generated on January 1, but the bill plan was inactivated on January 20. After negotiations, the bill plan was reactivated on March 15. The next run of the Generate Recurring Billing Data program generates invoices for February and March.

Changing Assignments to a Recurring Bill Plan

The bill plan contains certain attributes that may change during the life of a bill plan. These attributes are:

  • Transaction source

  • Transaction type

  • Currency

  • Salesperson

Changes include inactivating the attribute, updating the start and end dates, or updating details of the attribute that are incompatible with a bill plan. For example, the employment information of a salesperson assigned to invoice lines might change. Or, you might change the contract end date of a bill plan beyond the end date of the transaction source or transaction type assigned to the bill plan.

In these and similar cases, you must replace the related fields with appropriate attributes. Ensure that the new attribute is active for the duration of the bill plan, and is otherwise compatible with the bill plan.

Updating Invoice Lines

Update the invoice lines of a recurring bill plan to reflect changes to the invoicing terms of the contract agreed upon with your customer. Updates to invoice lines affect future transactions only, that is, transactions generated after you update the bill plan. The invoice lines of transactions already generated do not change.

You can perform these updates to invoice lines:

  • Add one or more bill plan lines: Click the plus (+) icon to add an invoice line. You can enter an inventory item, memo line, or description to create the line item. Enter the quantity and, for descriptions, the unit price to calculate the line amount. Complete the remaining information for the new line according to your requirements.

  • Delete existing bill plan lines: Select a line and click the delete (x) icon to delete a line.

  • Update the quantity of an item: Use the Quantity field to update the quantity to be billed for an existing invoice line.

  • Make a price change to a line item: Use the New Price and Effective From fields to enter the new price for the line item and the date the new price becomes effective.

Changing the Price of Invoice Line Items

You can change the price of a line item to reflect changes to the terms of the contract with your customer.

If necessary, you can expose the New Price and Effective From fields on an invoice line by selecting them from the View menu: View > Columns > Line Information > New Price and Effective From.

These rules apply to changing the price of a line item:

  • You can either increase or decrease the price of a line item.

  • The date a new price becomes effective is a future date only. You can't enter an effective date for a price change that is earlier than or equal to the system date.

    You can enter a future effective date for either the current billing period or a future billing period.

  • You can only change the price of a line item once during the current billing period, that is, before the next transaction is generated. After the next transaction is generated, the new price becomes the current unit price. If necessary, you can change the price again before the next billing period.

  • The total transaction amount is not prorated in the billing period that the new price becomes effective.

    For example, the first transaction date of a bill plan is January 1, with a billing frequency of Monthly. If you change the price of a line item on February 10 with an effective date of February 15, the transaction generated on March 1 will consider the new price of the line item for the entire month of February, not just February 15-28.

AutoInvoice and Recurring Bill Plans: Explained

Recurring Billing uses AutoInvoice to generate invoice lines and create invoices from recurring bill plans.

You run the Generate Recurring Billing Data program to generate invoice lines. You then run the Import AutoInvoice program to create invoices from invoice lines. If necessary, you can use the AutoInvoice workbook to correct errors and reload your data.

Using the Generate Recurring Billing Data Program

Run the Generate Recurring Billing Data program to generate invoice lines for active bill plans. By default, the program generates invoice lines for all eligible bill plans belonging to all business units. You can use the program parameters to select a subset of bill plans by business unit, bill plan name, billing frequency, and customer.

The Generate Recurring Billing Data program looks for active bill plans using the parameters you selected and identifies the bill plans eligible for invoicing. A bill plan is eligible for invoicing if the first transaction date (or second transaction date, if used) is on or after the system date and within the billing period.

For example:

  • BillPlan1 was created on January 1 with a transaction date of the first of the month and a billing frequency of Monthly.

  • BillPlan2 was created on January 1 with a transaction date of the first of the month and a billing frequency of Weekly.

  • BillPlan3 was created on February 1 with a transaction date of the fifteenth (15th) of the month and a billing frequency of Quarterly.

  • The Generate Recurring Billing Data program is scheduled to run on the 5th of every month.

On February 5, the program performs the following operations:

  • BillPlan1: Generates invoice lines for a single invoice for the month of February.

  • BillPlan2: Generates invoice lines for four invoices: the final three weeks of January and the first week of February.

  • BillPlan3: Does not generate invoice lines.

After generating invoice lines, the program uploads the lines to the AutoInvoice lines interface table (RA_INTERFACE_LINES_ALL).

Using the Import AutoInvoice Program

Run the Import AutoInvoice program to group bill plan invoice lines into recurring invoices. The import process groups invoice lines into recurring invoices using the mandatory parameters Bill Plan Name and Bill Plan Period of the AutoInvoice grouping rule, as well as any optional parameters that you specify.

Use the AutoInvoice workbook to correct bill plan invoice line errors and resubmit the program. These factors apply to updates to bill plan invoice lines:

  • The AutoInvoice workbook only contains bill plan invoice lines that ended in error. It doesn't include invoice lines from bill plans that remain unprocessed.

  • Any updates that you make to invoice lines generated by a bill plan using the AutoInvoice workbook apply to these transactions only and are not reflected in the bill plan itself.

  • Avoid updates to invoice lines that would change the necessary details of the invoice.

Once you create recurring bill plan invoices from invoice lines, you can use the Print Transactions program to print and deliver invoices to your customers.

Reviewing Transactions Generated by a Recurring Bill Plan: Explained

Use the Review Transaction page to review individual transactions generated by a recurring bill plan.

You can access transactions generated by a bill plan in either of these ways:

  • From the Manage Recurring Bill Plans page:

    1. Search for bill plans.

    2. Select a bill plan with a Status Tracker value of Complete, and click the Review Transactions button.

    3. The Manage Transactions page opens.

    4. Click a transaction number to open the Review Transaction page.

  • From the Manage Transactions page:

    1. Search for transactions belonging to a bill plan using the Bill Plan Name field in the Advanced Search section.

    2. Click a transaction number to open the Review Transaction page.

To identify a bill plan transaction:

  1. From the Review Transaction page, click the Show More link in the General Information section.

  2. Click the Miscellaneous tab.

  3. The Recurring Bill Plan Name field identifies the bill plan that generated the transaction.

    The Bill Plan Period field identifies the billing period for the transaction.

If the terms of the contract with your customer change, you can update the bill plan itself to reflect these changes in future transactions.

If applicable to the renegotiated terms of the customer contract, you can also update the installments on transactions already generated by the bill plan.

Tip: If you want to update installments on bill plan transactions, enable the Allow change to printed transactions option in Receivables system options for the applicable business units. Updates to bill plan transaction installments can only occur after the transactions are printed and sent to the customer.

FAQs for Manage Recurring Billing

Can I change the contract dates on a bill plan?

Yes, but changing one date does not update the others automatically. The contract start and end dates should reflect the actual terms of the contract. In addition, the contract start date is also the first billing period start date.

By default, the contract start date and first transaction date are the system date, and the contract end date is one year later. If you update the contract start date, then you must update the first transaction date accordingly.

What happens if the bill plan is not in the ledger currency?

If the recurring bill plan uses a currency other than the ledger currency, enter the conversion rate type and, if applicable, the conversion rate.

The conversion rate date used is the date transactions are generated for a given billing period.

Can I defer revenue on invoices generated by a bill plan?

No, the revenue on invoices generated by a recurring bill plan is recognized on the invoice transaction date. You can't assign invoicing rules or revenue scheduling rules to bill plans.

What happens if I inactivate a bill plan?

All of the dates on the bill plan are still respected. During the inactive period, the Generate Recurring Billing Data program doesn't create transactions for this bill plan. If you activate the bill plan again, the program creates transactions for all applicable billing periods defined in the bill plan, including the periods during which the bill plan was inactive.

After the contract end date and the conclusion of all invoicing, you can inactivate the bill plan.

What's the difference between the transaction dates and the billing period dates?

The transaction dates are the dates invoices are generated for the bill plan by a run of the Generate Recurring Billing Data program.

The program generates invoices in either of these ways, depending on whether you use the second transaction date:

  • First transaction date, followed by first transaction date + billing frequency.

  • First transaction date, followed by second transaction date, followed by second transaction date + billing frequency.

The billing period is the period of time covered by a single invoice for goods shipped or services rendered.

The billing periods are defined in either of these ways, depending on whether you use the second billing period start date:

  • Contract start date, followed by contract start date + billing frequency.

  • Contract start date, followed by second billing period start date, followed by second billing period start date + billing frequency.

    If the first invoice is for a partial period, you can enter a first transaction start date later than the contract start date but within the first billing period.

Manage AutoInvoice

Importing External Data into AutoInvoice: Explained

You can import transaction data from Project and Distributed Order Orchestration, and from non-Oracle financial systems, to create transactions in Receivables using AutoInvoice.

Use the AutoInvoice file-based data import spreadsheet to import external transaction data. The transaction data you import is temporarily stored in these AutoInvoice interface tables:

  • AR_INTERFACE_CONTS_ALL

  • RA_INTERFACE_LINES_ALL

  • RA_INTERFACE_SALESCREDITS_ALL

  • RA_INTERFACE_DISTRIBUTIONS_ALL

There are two other AutoInvoice interface tables:

  • AR_INTERFACE_CONTS_ALL is populated if there are any revenue contingencies associated with the transaction line.

  • RA_INTERFACE_ERRORS_ALL stores information about interface data that failed validation.

The AutoInvoice file-based data import spreadsheet and the Load Interface File for Import scheduled process are both part of the External Integration Services for Oracle Cloud.

AutoInvoice Validations: Points to Consider

AutoInvoice validates data imported using the AutoInvoice file-based data import spreadsheet for compatibility with Receivables. The validation process ensures that the columns in the AutoInvoice Interface tables reference the appropriate values and columns in Receivables.

There are these points to consider concerning AutoInvoice validations:

  • Standard Validations

  • Transaction Source Settings

  • Credit Memos Against Paid Invoices

Standard Validations

AutoInvoice performs these standard validations on all data:

  • Setup Values Defined: Ensures that the values pertaining to your setup are already defined in Receivables or in other related applications.

  • Transaction Numbering: Manages transaction numbering according to the transaction source and ensures that the document number, if supplied, is unique within the associated document sequence type.

  • Currency Precision: Ensures that the amount and the accounted amount have the correct precision for a given currency, as defined in General Ledger. The precision is the number of digits after the decimal point normally used in transactions for the given currency.

  • Cross Validation: Ensures that certain column values agree with each other. These values can be within an interface table or between multiple interface tables.

Transaction Source Settings

You can only use transaction sources of type Imported with the Import AutoInvoice program. The settings in the AutoInvoice Options and Import Information sections of the Imported transaction source determine how AutoInvoice validates imported transaction lines.

Credit Memos Against Paid Invoices

AutoInvoice validates credit memos by reviewing the setting of the Receipt Handling for Credits option on the transaction source.

If the Receipt Handling for Credits option is enabled, then AutoInvoice automatically reviews each credit memo and associated invoice to determine its eligibility for receipt handling.

If the Receipt Handling for Credits option is not enabled, then AutoInvoice evaluates credit memos using standard invoice validation:

  • If the transaction type assigned to the invoice allows natural application only, then AutoInvoice rejects the credit memo. You must unapply the receipt from the credited invoice and rerun AutoInvoice to successfully import the credit memo.

  • If the transaction type assigned to the invoice allows overapplication, then AutoInvoice imports the credit memo and the invoice is overapplied until you unapply the receipt from the credited invoice.

AutoInvoice Import: How Data Is Processed

Use the Import AutoInvoice program to import and validate transaction data from Project, Distributed Order Orchestration, and non-Oracle financial systems to create invoices, debit memos, credit memos, and on-account credits in Receivables.

You can download an AutoInvoice spreadsheet template to use to prepare your data. The template contains an instruction sheet to help guide you through the process of entering your information.

To access the template, complete the following steps:

  1. Navigate to the File-Based Data Import for Oracle Financials Cloud guide.

  2. In the Table of Contents, click File-Based Data Imports.

  3. Click AutoInvoice Import.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Do not change the order of the columns in the template.

  • You can hide or skip the columns you do not use, but do not delete them.

After you have completed the template, upload it using the Load Interface File for Import process:

  1. In the Import Process field, select Import AutoInvoice.

  2. In the Data File field, enter the completed template.

  3. The Load Interface File for Import process uploads the data to the AutoInvoice interface tables.

After you transfer your transaction data to the AutoInvoice interface tables using the AutoInvoice file-based data import spreadsheet, the Import AutoInvoice program selects data from the interface tables and creates transactions in Receivables. During the import process, Receivables rejects transactions with invalid information to ensure the integrity of your data.

This figure describes the AutoInvoice import process:

This figure shows how an import program formats and loads
data from a feeder system into the AutoInvoice Interface tables.

AutoInvoice transfers transaction data from the interface tables to these Receivables tables:

  • RA_BATCHES_ALL

  • RA_CUSTOMER_TRX _ALL

  • RA_CUSTOMER_TRX_LINES _ALL

  • RA_CUST_TRX_LINE_GL_DIST_ALL

  • RA_CUST_TRX_LINE_SALESREPS_ALL

  • AR_PAYMENT_SCHEDULES_ALL

  • AR_RECEIVABLE_APPLICATIONS_ALL

  • AR_ADJUSTMENTS_ALL

Settings That Affect AutoInvoice Import Processing

These settings affect AutoInvoice import processing:

  • Receivables interface tables: The interface tables temporarily store the transaction data from your source system. You can enter values in specific columns of these tables to pass to AutoInvoice during the import process.

  • AutoAccounting: You must set up AutoAccounting, even if you only use AutoInvoice to create transactions and pass distribution lines through the import process.

  • Item Validation Organization Receivables system option: You must set this Receivables system option for AutoInvoice to function correctly, even if you don't plan to use inventory items.

  • Conversion rates: If necessary, define the conversion rates that you need for your transactions in General Ledger.

    If a transaction uses conversion rates, AutoInvoice uses the rate on the conversion date, if one is provided. Otherwise, AutoInvoice determines the conversion rate using the transaction date.

    If the value of RA_INTERFACE_LINES_ALL.CONVERSION_TYPE is User, then you must provide a conversion rate in RA_INTERFACE_LINES_ALL.CONVERSION_RATE.

  • Transaction source: Select an Imported transaction source for a run of the Import AutoInvoice program. These settings on the Imported transaction source influence the import process:

    • Receipt Handling for Credits option: Enable this option if you want AutoInvoice to automatically evaluate imported credits for receipt handling.

    • AutoInvoice Options section: Use the settings in this section to modify details of the import process.

    • Import Information section: Use the settings in this section to indicate how AutoInvoice validates imported data.

  • AutoInvoice grouping rule: Define an AutoInvoice grouping rule to identify the transaction attributes that must be identical in order to group transaction lines on the same transaction.

    You can assign an AutoInvoice grouping rule to the Imported transaction source. If you don't assign a grouping rule to the transaction source, AutoInvoice derives the grouping rule to assign to the transaction.

  • AutoInvoice line ordering rule: Define an AutoInvoice line ordering rule to organize the transaction lines belonging to a transaction created by the grouping rule in a specific order. You assign the line ordering rule to the AutoInvoice grouping rule that is used for the import process.

  • Business Unit parameter: Use the optional Business Unit parameter of the Import AutoInvoice program to specify which business unit to process imported transactions for. If you don't enter a value in this parameter, then the Import AutoInvoice program processes all transactions in all business units that you have access to.

How Imported Data Is Processed

The AutoInvoice import process contains three phases: validation, grouping, and transfer.

In the validation phase, AutoInvoice validates all line-level data in the interface tables, and validates additional data that is not dependent upon a successful grouping. Additional data validations include, for example, validating transaction types and validating that only one freight account exists for each freight line passed.

In the grouping phase, AutoInvoice groups the validated lines in the interface tables according to the settings of the active AutoInvoice grouping rule and AutoInvoice line ordering rule, and validates header-level data needed for a successful grouping.

Tip: If AutoInvoice incorrectly groups transactions, review the details of the AutoInvoice grouping rule, paying particular attention to the mandatory and optional attributes that are included in the rule.

In the transfer phase, AutoInvoice transfers the grouped transactions to the Receivables tables and validates the transferred data.

Processing Freight Lines and Late Charges

AutoInvoice ensures that there is at most one freight line for an imported invoice, or at most one freight line per transaction line, but not both. If you import multiple header freight lines for one invoice, AutoInvoice validates that all of the freight lines apply to the same freight account and consolidates them into one line. This consolidated freight line is the only freight line for this invoice that is passed to the Receivables tables. If all of the freight lines don't apply to the same freight account, then AutoInvoice rejects the invoice.

If AutoAccounting for Freight is based on Standard Lines, then you can't import invoices with header level freight. All freight lines in this case must be associated with a standard line in order for AutoAccounting to determine the account. If the transaction has a line type of LINE with an inventory item of freight, AutoAccounting uses the revenue scheduling rules for the freight account rather than the revenue account.

AutoInvoice processes both debit memos with late charge lines and credit memos that are against debit memos with late charge lines. If LINE_TYPE = CHARGES, AutoInvoice doesn't calculate tax, freight, or sales credits on this line. If you pass a late charges distribution in RA_INTERFACE_DISTRIBUTIONS_ALL, then the ACCOUNT_CLASS must equal CHARGES.

In order for AutoInvoice to pass a late charge line, don't enter a value in the following columns in RA_INTERFACE_LINES_ALL:

  • INVOICING_RULE_ID

  • INVOICING_RULE_NAME

  • ACCOUNTING_RULE_ID

  • ACCOUNTING_RULE_NAME

  • ACCOUNTING_RULE_DURATION

  • RULE_START_DATE

  • UOM_CODE

  • UOM_NAME

  • AMOUNT

If you are passing a debit memo late charge line, then RA_INTERFACE_LINES.QUANTITY must equal 1. If you are passing a credit memo against a debit memo with a late charge line, then RA_INTERFACE_LINES.QUANTITY must equal -1 or 1.

AutoInvoice Execution Report: Explained

Use the AutoInvoice Execution Report to review a run of the Import AutoInvoice program.

The AutoInvoice Execution Report lists the total number of transactions imported for each AutoInvoice run, with detailed information for all transaction lines that failed import. The report includes summary information for the invoices, debit memos, and credit memos that were processed in each currency. The report also shows the total amount for each transaction class for all transactions processed.

You can also review and correct AutoInvoice errors by downloading the AutoInvoice Lines spreadsheet from the Billing work area.

Correcting AutoInvoice Errors: Explained

During AutoInvoice import, records that pass validation are transferred to the Receivables tables. Records that fail validation remain in the AutoInvoice interface tables. Before AutoInvoice can validate these records and create transactions, you must correct invalid data and run AutoInvoice again.

Each time you run AutoInvoice, the process generates a list of records that failed validation. You can display these AutoInvoice errors as an Excel workbook in either of two ways:

  • Click the Manage AutoInvoice Lines link to open a workbook with all error records.

  • Click a Number of Errors link in the AutoInvoice Errors section to open a workbook for these specific error records.

Using the Workbook

Every workbook has three tabbed worksheets. You can use the tools available in the workbook to manage the review and update of information.

The workbook is populated with information from the AutoInvoice tables:

  • RA_INTERFACE_LINES_ALL: Transaction header and line information.

  • RA_INTERFACE_SALESCREDITS_ALL: Sales credit information for transactions.

  • RA_INTERFACE_DISTRIBUTIONS_ALL: Distributions linked to the appropriate transaction lines in the ra_interface_lines table from the transaction flexfield.

  • RA_INTERFACE_CONTS_ALL: Revenue contingencies that impact revenue recognition for imported transactions.

  • RA_INTERFACE_ERRORS_ALL: All interface lines that failed validation and were not imported into Receivables tables.

The three tabbed worksheets arrange AutoInvoice information in this way:

  • AutoInvoice lines and line distributions.

  • Tax and freight distributions.

  • Sales credits and revenue contingencies.

A workbook presents existing records for update or deletion only. You cannot enter new transaction information into a workbook. Each column in a given worksheet corresponds to the columns in the respective interface tables. Five additional columns manage the processing of your updates:

  • Changed: Tracks changes made to a given row. The upload only processes rows marked in this column.

  • Flagged for Deletion: Indicates rows marked for deletion. When a row is flagged for deletion, all the corresponding lines in all the related tables are also deleted.

  • Update Status: Displays the results of each update to the interface tables.

  • Number: Displays the row number.

  • Import Errors: Displays the import rejection reason.

You can change or delete records in the workbook and click the Save button at any time. When you save, this updates the corresponding records in the AutoInvoice interface tables.

Tip: To save changes to a workbook without uploading them to the AutoInvoice tables, use the native Excel Save and Save As features.

When you have finished updating a workbook, click the Save and Run AutoInvoice button to display the parameters for AutoInvoice submission. Once the process is successfully submitted, AutoInvoice provides a concurrent request ID.

Importing Credit Memos into AutoInvoice: Explained

You can use AutoInvoice to import and validate transaction data from a legacy system to create credit memos in Receivables.

You can import:

  • On-Account Credit Memos

  • Credit Memos against Transactions

  • Credit Memos Against Invoices With Rules

  • Credit Memos Against Invoices Without Rules

  • Credit Memos Against Tax and Freight Lines

Note: You can't apply a credit memo to a chargeback using AutoInvoice.

You can import credit memos against transactions that were already paid. When importing credit memos against paid transactions, AutoInvoice can evaluate these credits for automatic receipt handling. If an invoice transaction type doesn't allow overapplication, and the Receipt Handling for Credits option is not enabled on the transaction source, then AutoInvoice leaves the related credit memo in the interface tables until you unapply the receipt from the invoice.

On-Account Credit Memos

An on-account credit memo is a credit memo that is not linked to an invoice.

To create an on-account credit memo, don't populate these columns in the RA_INTERFACE_LINES_ALL table:

  • REFERENCE_LINE_ATTRIBUTE1-15

  • REFERENCE_LINE_CONTEXT

  • REFERENCE_LINE_ID

Credit Memos against Transactions

You can link a credit memo to an invoice in one of two ways:

  1. Populate the REFERENCE_LINE_ID column on the RA_INTERFACE_LINES_ALL table with the CUSTOMER_TRX_LINE_ID of the invoice.

  2. On the RA_INTERFACE_LINES_ALL table, populate the REFERENCE_LINE_ATTRIBUTE1-15 columns with the INTERFACE_LINE_ATTRIBUTE1-15 columns of the invoice. The INTERFACE_LINE_ATTRIBUTE1-15 columns are stored in the RA_CUSTOMER_TRX_LINES_ALL table.

    You must also populate the REFERENCE_LINE_CONTEXT column with the INTERFACE_LINE_CONTEXT column of the invoice. The INTERFACE_LINE_CONTEXT column is stored in the RA_CUSTOMER_TRX_LINES_ALL table.

When you import credit memos against transactions, AutoInvoice validates that the setting of the Open Receivable option on the transaction type assigned to the credit memo being imported matches the setting of the Open Receivable option on the transaction type assigned to the transaction it is crediting. If they don't match, then AutoInvoice rejects the credit memo.

Credit Memos Against Invoices With Rules

When you import credit memos against invoices with rules, AutoInvoice uses the method you entered in RA_INTERFACE_LINES_ALL.CREDIT_METHOD_FOR_ACCT_RULE to determine how to reverse the accounting entries created for the original invoice.

You can enter LIFO, PRORATE, or UNIT:

  • If you enter LIFO, AutoInvoice reverses the accounting entries beginning with the last period.

  • If you enter PRORATE, AutoInvoice prorates the credit amount across all accounting periods.

  • If you enter UNIT, AutoInvoice lets you credit specific quantities, starting with the period specified in the column RA_INTERFACE_LINES_ALL.LAST_PERIOD_TO_CREDIT and working backward.

    If you enter UNIT, then AutoInvoice rejects the credit memo if the credit quantity exceeds the quantity on the target invoice line.

Credit Memos Against Invoices Without Rules

When you import credit memos against invoices without rules, AutoInvoice first looks for an accounting date in the interface table to use as the accounting date of the credit memo. If there is no accounting date in the interface table, AutoInvoice uses the value of the Default Date parameter of the Import AutoInvoice program. The credit memo lines must always have the same accounting date as the credit memo.

The credit memo accounting date must be in an Open or Future period, and must be equal to or greater than the accounting date of the invoice it is crediting.

Credit memos against invoices without rules that are imported through AutoInvoice act in the same way as those entered manually. If you pass the amount you want to credit, Receivables automatically creates all of the accounting reversal entries. Receivables also automatically reverses the sales and non-revenue credits assigned to the salespersons.

Credit Memos Against Tax and Freight Lines

When you import credit memos, AutoInvoice ensures that you don't overapply tax and freight lines.

Assigning Distributions to Transactions using AutoInvoice: Explained

You can assign distributions to transactions during AutoInvoice import.

You can assign distributions in either of two ways:

  • Using the AutoInvoice Interface Tables

  • Using AutoAccounting

The values that you can pass to AutoInvoice for the accounting flexfield are either accounting segment values or account code combination IDs. Use the Accounting Flexfield option in the Accounting section of the Import Information section of the transaction source assigned to transactions to set the value that you plan to use.

Using the AutoInvoice Interface Tables

If you pass accounting flexfield segment values, you must assign values to the SEGMENT1-30 columns of the RA_INTERFACE_DISTRIBUTIONS_ALL table. You can only assign values to enabled segments. For example, if you enable six accounting flexfield segments, then assign values to SEGMENT1-6 only.

If you pass accounting flexfield code combination IDs, you must enter the code combination IDs in the CODE_COMBINATION_ID column of the RA_INTERFACE_DISTRIBUTIONS_ALL table.

Note: If you want to use the option of AutoInvoice dynamically inserting code combinations, you must pass segment values.

If you are using event-based revenue management to automatically defer or recognize revenue for imported transactions, and you want to pass code combination IDs for the applicable transaction lines, then you must ensure that the OVERRIDE_AUTO_ACCOUNTING_FLAG column of the RA_INTERFACE_LINES_ALL table is set to Yes.

Using AutoAccounting

If you want AutoAccounting to determine your transaction distributions, don't enter values in the RA_INTERFACE_DISTRIBUTIONS_ALL table. Use the AutoAccounting pages to define your revenue, receivables, tax, freight, clearing, unbilled receivable, and unearned revenue accounts.

After you define AutoAccounting, AutoInvoice determines all of your distributions using the account information that you pass for each transaction line.

If AutoAccounting for the freight account is based on Standard Lines, you can't import invoices with header level freight. If the transaction has a line type of LINE and an inventory item of freight (FRT), AutoAccounting uses the rules for the freight type account rather than the revenue type account.

If AutoAccounting is based on Salesperson, then you must pass rows in the RA_INTERFACE_SALESCREDITS_ALL table for each invoice line in the RA_INTERFACE_LINES_ALL table. This is true even if the Require salesperson Receivables system option is not enabled.

Transaction Flexfields and AutoInvoice: Explained

Transaction flexfields are descriptive flexfields that AutoInvoice uses to identify transactions and transaction lines.

There are four types of transaction flexfields:

  • Line Transaction Flexfield

  • Reference Transaction Flexfield

  • Link-To Transaction Flexfield

  • Invoice Transaction Flexfield

If you use AutoInvoice, you must define the Line Transaction Flexfield. Because the Line Transaction Flexfield is unique for each transaction line, you use the Line Transaction Flexfield to reference and link to other lines. AutoInvoice always uses the Line Transaction Flexfield structure for both Link-to and Reference information during the import process. You must explicitly define the Link-to, Reference, and Invoice Transaction Flexfield structures only if this information is to be displayed on a page that you have designed.

You can display Invoice Transaction Flexfield information in the Reference column of invoice lists of values. Use the Reference Field Default Value field of the Imported transaction source that you will use with the Import AutoInvoice program to select the Invoice Transaction Flexfield segment that you want to display. For example, if you want to reference the order number for imported invoices when using an invoice list of values, you must assign the transaction flexfield segment that holds the order number in the Reference Field Default Value field of the transaction source assigned to invoices. The order number then displays in the Reference column of invoice lists of values.

If necessary, you can set the transaction flexfield and flexfield segments as required:

  1. Navigate to the Edit Descriptive Flexfield page for the flexfield that you want.

  2. In the Context Segment section, enable the Required option.

  3. In the Context Sensitive Segments section, enable the Required option for each applicable segment.

  4. Complete updates to the flexfield according to your requirements and save.

Line Transaction Flexfield

Use columns INTERFACE_LINE_ATTRIBUTE1-15 and INTERFACE_LINE_CONTEXT to define the Line Transaction Flexfield. Line Transaction Flexfields are unique for each record in the interface table and therefore can be used as record identifiers.

The context that you specify in the INTERFACE_LINE_CONTEXT column of the RA_INTERFACE_LINES_ALL table determines what information AutoInvoice places in the INTERFACE_LINE_ATTRIBUTE1-15 columns.

Receivables provides contexts for other Oracle Cloud applications that you use with AutoInvoice. If you import transactions from a legacy system using the AutoInvoice file-based data import spreadsheet, you can define a new context for the Line Transaction Flexfield to distinguish these transactions from transactions that originated in Oracle Cloud applications.

Reference Transaction Flexfield

Reference Transaction Flexfields have the same structure as the Line Transaction Flexfields. Reference Transaction Flexfields are used to apply a credit memo to an invoice.

For example, to refer a credit memo to a specific invoice, use the REFERENCE_LINE_ATTRIBUTE1-15 and REFERENCE_LINE_CONTEXT columns of the credit memo to enter the Line Transaction Flexfield of the invoice.

Link-To Transaction Flexfield

Link-To Transaction Flexfields also have the same structure as the Line Transaction Flexfield. Use Link-To Transaction Flexfields to link transaction lines together in the interface table.

For example, you might want to import tax and freight charges that are associated with specific transaction lines. If you want to associate a specific tax line with a specific transaction line, use the LINK_TO_LINE_ATTRIBUTE1-15 and LINK_TO_LINE_CONTEXT columns of the tax line to enter the Line Transaction Flexfield of the invoice.

Invoice Transaction Flexfield

To create an Invoice Transaction Flexfield, create a new flexfield with a similar structure as the Line Transaction Flexfield, but only include header level segments.

For example, if the Line Transaction Flexfield structure has four segments, and the last two segments contain line level information, define your Invoice Transaction Flexfield using the first two segments only. You should also include segments included in the Invoice Transaction Flexfield in the AutoInvoice grouping rules.

Indexing Transaction Flexfields: Example

Create indexes on your AutoInvoice Transaction Flexfield columns if you want to query transaction flexfield information in your invoice headers and lines. If you don't use indexes, the validation portions of the Import AutoInvoice program can exhibit slow performance.

Define Indexes

Define non-unique, concatenated indexes on the tables and columns that you use for your Transaction Flexfield header and line information. The tables and columns are described in this table:

Table Columns

RA_CUSTOMER_TRX_LINES_ALL

interface_line_attribute1-15

RA_CUSTOMER_TRX_ALL

interface_header_attribute1-15

RA_INTERFACE_LINES_ALL

interface_line_attribute1-15

RA_INTERFACE_DISTRIBUTIONS_ALL

interface_line_attribute1-15

RA_INTERFACE_SALESCREDITS_ALL

interface_line_attribute1-15

To determine which indexes you might need to create, query your Line Transaction Flexfield and note each context of this flexfield and, for each context, the segments that are enabled using interface line attribute columns from the RA_INTERFACE_LINES_ALL table.

You can then create non-unique, concatenated indexes for the same interface line attribute columns in the RA_CUSTOMER_TRX_LINES_ALL and RA_INTERFACE_LINES_ALL tables, and for the same interface header attribute columns in the RA_CUSTOMER_TRX_ALL table.

If you are importing sales credit and accounting information, then create indexes for the same interface line attribute columns in the RA_INTERFACE_SALESCREDITS_ALL and RA_INTERFACE_DISTRIBUTIONS_ALL tables.

Transaction Flexfield Details

You have set up a Transaction Flexfield context that uses INTERFACE_LINE_ATTRIBUTE1-3. In addition, you are populating sales credits in the RA_INTERFACE_SALESCREDITS_ALL table.

For best performance, you should create indexes for these four tables:

  • RA_CUSTOMER_TRX_ALL

  • RA_CUSTOMER_TRX_LINES_ALL

  • RA_INTERFACE_LINES_ALL

  • RA_INTERFACE_SALESCREDITS_ALL

The indexes that you create should reference the three enabled segments. For example, an index that you create for the RA_CUSTOMER_TRX_LINES_ALL table might look like this:

CREATE UNIQUE INDEX index_name ON RA_CUSTOMER_TRX_LINES_ALL
(INTERFACE_LINE_CONTEXT, INTERFACE_LINE_ATTRIBUTE1,
INTERFACE_LINE_ATTRIBUTE2,
INTERFACE_LINE_ATTRIBUTE3);

Note: The context column in indexes is normally optional. However, if you use multiple active contexts (three or more), then you should include the context column as the first column in your indexes to improve performance.

Analysis

If you have only one context defined, then you only need to create one index for each of the four tables. However, if you have multiple contexts defined, you may want to create multiple indexes per table. Use the example in the following table to help you decide how to set up your indexes.

This table shows a Line Transaction Flexfield with three contexts:

Flexfield Context Attribute Columns assigned to Enabled Segments

Context1

Interface_line_attribute1

Context1

Interface_line_attribute2

Context2

Interface_line_attribute1

Context2

Interface_line_attribute2

Context2

Interface_line_attribute3

Context3

Interface_line_attribute3

Context3

Interface_line_attribute9

Context1 has two attribute columns; Context2 has three attribute columns; and Context3 has two attribute columns. Context1 and Context2 share two attribute columns.

Sharing Indexes

Define the combination of indexes that best meets your needs. As indicated in the previous section, you can create three indexes per table, one for each context, or create just two indexes: one for Context3 and another for Context1. In the latter case, Context2 would use the same index as Context1, because Context1 and Context2 have the same first two attribute columns.

In other words, if you are using the same, or similar, attribute columns for two or more contexts, then you can optionally create a single index instead of creating an index for each context.

Use the following syntax for your Create Index Statement:

$ sqlplus AR username/AR password
SQL> CREATE [UNIQUE] INDEX index ON
          {Table (column1, column2, ...)
           |CLUSTER cluster}
           |INITRANS n] [MAXTRANS n]
           [TABLESPACE tablespace]
           [STORAGE storage]
           [PCTFREE n]
           [NOSORT];

Deriving the Accounting Date during AutoInvoice Import: How It Works

During a run of the Import AutoInvoice program, AutoInvoice derives the accounting date to assign to transactions using the following criteria:

  • Does an accounting date exist for this transaction in the interface table?

  • Does the transaction use rules?

  • What is the setting of the Derive date option on the transaction source?

  • What is the setting of the Accounting Date in a Closed Period option on the transaction source?

AutoInvoice derives the accounting date differently depending on these criteria:

  • Invoices without Rules

  • Invoices with Rules

  • Credit Memos

Note: If a transaction date is not passed for an invoice or debit memo, AutoInvoice uses the derived accounting date as the transaction date.

Invoices without Rules

If an invoice doesn't use rules, AutoInvoice uses the following process to derive the accounting date:

  1. AutoInvoice uses the accounting date in the interface table, if one exists and it is in an open or future enterable period.

  2. If no accounting date is provided in the interface table, and the Derive date option on the transaction source is set to No, AutoInvoice uses the value of the Default Date parameter of the Import AutoInvoice program as the accounting date.

  3. If no accounting date is provided in the interface table, and the Derive date option on the transaction source is set Yes:

    1. AutoInvoice uses the ship date in the interface table.

    2. If the ship date does not exist, AutoInvoice uses the sales order date.

    3. If the sales order date does not exist, AutoInvoice uses the value of the Default Date parameter.

  4. If the derived accounting date for a transaction line exists but is in a Closed or Not Open period, and the Accounting Date in a Closed Period option on the transaction source is set to Adjust, then AutoInvoice automatically adjusts the accounting date to the first accounting date in the next open or future enterable period.

Invoices with Rules

If the invoice uses the In Advance invoicing rule:

  • AutoInvoice uses the accounting date provided in the interface table as the invoice accounting date.

  • If no accounting date is provided in the interface table, then AutoInvoice uses the earliest revenue scheduling rule start date of all of the lines belonging to the invoice as the invoice accounting date.

If the invoice uses the In Arrears invoicing rule, AutoInvoice derives an end date for each transaction line based on the revenue scheduling rule, rule start date, and rule duration. Once AutoInvoice derives the end date for each transaction line, it takes the latest date and uses it as the invoice accounting date.

AutoInvoice uses the following process to derive the accounting date for invoices with revenue scheduling rules:

  1. If the Derive date option on the transaction source is set to No, AutoInvoice uses the value of the Default Date parameter of the Import AutoInvoice program.

  2. If no accounting date is provided in the interface table, and the Derive date option on the transaction source is set to Yes:

    1. AutoInvoice uses the last day of the prior period, if this period has a status of Open.

    2. If a prior period with a status of Open doesn't exist, AutoInvoice uses the first day of the subsequent period that has a status of Open.

      If there is more than one subsequent period with a status of Open, AutoInvoice can't adjust the accounting date, and the line is rejected.

    3. If an Open period doesn't exist, AutoInvoice uses the first day of the first subsequent period that has a status of Future.

      If there is more than one subsequent period with a status of Future, or if a future period can't be found, AutoInvoice can't adjust the accounting date, and the line is rejected.

Credit Memos

If no accounting date is provided in the interface table, AutoInvoice uses either the accounting date of the related invoice receivable distribution or the Default Date parameter of the Import AutoInvoice program as the accounting date, whichever is later.

Validating Accounting Dates

AutoInvoice rejects lines using the following logic for accounting dates either passed by the user or derived by AutoInvoice:

  • Accounting period for the accounting date is not defined.

  • Accounting date is in a Closed, Closed Pending, or Not Opened period, and the Accounting Date in a Closed Period option on the transaction source is set to Reject. If the invoice uses the In Arrears invoicing rule, then AutoInvoice only rejects lines that have an accounting date in a Closed period.

  • Either the credit memo accounting date is earlier than the related invoice accounting date, or the credit memo transaction date is earlier than the related invoice transaction date, or both.

Validating Revenue Scheduling Rule Start Dates

AutoInvoice rejects lines for revenue scheduling rule start dates either passed by the user or derived by AutoInvoice under these circumstances.

  • If the invoice uses the In Advance invoicing rule, AutoInvoice rejects lines if either of these is true:

    • Rule start date is in a Closed or Not Opened period and the Accounting Date in a Closed Period option on the transaction source is set to Reject.

    • Accounting period for the rule start date is not defined.

  • If the invoice uses the In Arrears invoicing rule, AutoInvoice rejects lines if either of these is true:

    • Rule start date results in an accounting date in a Closed period and the Accounting Date in a Closed Period option on the transaction source is set to Reject.

    • Accounting period for the accounting date is not defined.

Besides validating dates, AutoInvoice also rejects lines if:

  • Revenue scheduling rule has overlapping periods.

  • One or more accounting periods do not exist for the duration of the revenue scheduling rule.

Processing CPQ Cloud Orders Using AutoInvoice: How It Works

Oracle CPQ Cloud integrates with the Receivables Invoice Service to create and process Receivables transactions from CPQ Cloud orders using AutoInvoice.

The quote-to-cash process includes these related operations in Receivables:

  • Perform a credit check on the customer order.

  • Create and transfer order lines to the AutoInvoice interface tables.

  • Generate transactions using AutoInvoice.

  • Generate credit memos using AutoInvoice for returns and canceled orders.

Customer Credit Check

If applicable, verify that the customer account has sufficient credit to cover the order. If the credit authorization is granted, then you can create and transfer order lines.

Create and Transfer Order Lines

Once the necessary credit authorization is received and the order is finalized, you can submit the order to Receivables for invoicing using the Receivables Invoice Service.

You can submit these orders:

  • Order lines with payment terms.

  • Order lines for goods, services or subscriptions.

  • One-time or recurring order lines.

    A recurring order line includes the billing frequency (for example, monthly or quarterly), the amount to bill for each billing period, and either the transaction start and end dates or the number of transaction periods. The Receivables Invoice Service populates the AutoInvoice interface table with the number of invoice lines necessary to satisfy the details of the recurring order.

Generate Transactions

Run the Import AutoInvoice program to create transactions according to your billing business requirements.

AutoInvoice and CPQ Cloud process order lines in this way:

  1. AutoInvoice selects all eligible transaction lines and groups them into transactions according to the assigned grouping rule.

  2. After successful creation of transactions, AutoInvoice notifies the CPQ Cloud callback service.

  3. CPQ Cloud updates the status and invoice information of the applicable order lines.

  4. Transaction lines that fail validation remain in the AutoInvoice interface tables. Use the AutoInvoice workbook to correct errors and resubmit AutoInvoice.

Create and Generate Credit Memos

If necessary, you can cancel an existing order. Canceling an order generates a call to the Receivables Invoice Service with a credit memo request. This creates credit memo lines in the AutoInvoice interface tables for the corresponding invoice lines.

When canceling a recurring invoice:

  1. Issue a credit memo line with identifiers for the order and order line to identify the applicable invoices in Receivables.

  2. The Receivables Invoice Service updates the recurring bill plan information to indicate the order is canceled.

  3. Run the Import AutoInvoice program to create and apply credit memos to the invoices already created in Receivables.

  4. The Receivables Invoice Service deletes future-dated invoice lines from the interface tables according to the effective cancellation date.

Importing Credit Card Transactions with Tokens: Explained

Use AutoInvoice to import credit card transactions with tokens. The credit card tokenization process makes use of a third-party service provider to store the credit card information belonging to a transaction and replace it with a token.

You enable credit card tokenization in Payments. Credit card tokenization provides the essential information to process a credit card transaction and can optionally contain authorization of the transaction. If the token does not include authorization, then the authorization takes place in Payments after you generate the automatic receipts and create the remittance.

Tokenization Columns in the AutoInvoice Import Template

The AutoInvoice Import template contains columns, hidden by default, for credit card tokenization.

The following table provides the name and description of each of these columns:

Column Name Description

Credit Card Token Number

The token number issued by the tokenization service provider that corresponds to the credit card number on the transaction. This is a required field for tokenization import.

Credit Card Expiration Date

The credit card expiration date.

First Name of the Credit Card Holder

The first name of the card holder.

Last Name of the Credit Card Holder

The last name of the card holder.

Credit Card Issuer Code

The code that identifies the credit card issuer, as defined by the IBY_CARD_TYPES lookup.

Masked Credit Card Number

The masked format of the credit card number, used where the number is displayed.

Credit Card Authorization Request Identifier

If available, the authorization request identifier received from the tokenization service provider to authorize the credit card number.

Credit Card Voice Authorization Code

If available, the voice authorization code received from the tokenization service provider to authorize the credit card number.

Note: The authorization code columns are used to import credit card authorization information other than the Credit Card Token Number. Use either the Credit Card Authorization Request Identifier or the Credit Card Voice Authorization Code column. If you provide values in both columns, the Credit Card Authorization Request Identifier takes precedence.

Importing Tokenized Credit Card Transactions

To import credit card transactions with tokens:

  1. Expose and complete the applicable columns in the AutoInvoice Import template.

  2. Run the Load Interface File for Import process for the AutoInvoice Import template to load the transaction data into the AutoInvoice interface tables.

  3. Run the Import AutoInvoice process to load the data into Receivables and create the transactions.

  4. Use the Review Transaction page to review the details of each transaction.

AutoInvoice Interface Table RA_INTERFACE_LINES_ALL

This table stores the transaction header and line information of transactions imported using the AutoInvoice file-based data import spreadsheet.

AutoInvoice uses Transaction Flexfields to uniquely identify each transaction that you import into Receivables. AutoInvoice always uses the Line Transaction Flexfield structure for both the Link-to and Reference information when importing transactions.

ACCOUNTING_RULE_DURATION

Enter the number of periods in the revenue scheduling rule for this transaction.

If LINE_TYPE = LINE or you are passing header freight, and this transaction uses a revenue scheduling rule with a variable schedule, you must enter a value in this column.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

ACCOUNTING_RULE_ID

Enter the revenue scheduling rule ID for this transaction.

If LINE_TYPE = LINE or you are passing header freight, this column is optional. For invoice lines with revenue scheduling rules, you must enter a value either in this column or in the ACCOUNTING_RULE_NAME column, depending on the setting of the Revenue Scheduling Rule option (Value, ID, None) in the Import Information section of the transaction source. If you enter a value in the ACCOUNTING_RULE_NAME column, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the revenue scheduling rule of the transaction you are crediting.

Validation

Destination

ACCOUNTING_RULE_NAME

Enter the revenue scheduling rule name for this transaction.

If LINE_TYPE = LINE or you are passing header freight, this column is optional. For invoice lines with revenue scheduling rules, you must enter a value either in this column or in the ACCOUNTING_RULE_ID column, depending on the setting of the Revenue Scheduling Rule option (Value, ID, None) in the Import Information section of the transaction source.

If LINE_TYPE = TAX, CHARGES, or if you are passing freight for a specific line, do not enter a value in this column.

For credit memos do not enter a value in this column. AutoInvoice uses the revenue scheduling rule of the transaction you are crediting.

Validation

Destination

ACCTD_AMOUNT

Do not enter a value. This column is not currently used.

Validation

Destination

AMOUNT

Enter the revenue amount for this transaction.

If LINE_TYPE = LINE and this transaction is neither a freight-only nor a tax-only line, you must enter a value in this column. If this transaction is a dummy line for freight-only or tax-only, do not enter a value in this column. AutoInvoice ignores any values you enter in this column if this transaction is a dummy line.

If LINE_TYPE = TAX, a value must be entered in either this column or the TAX_Rate column. Any exemptions must be factored into either of the two columns.

If LINE_TYPE = FREIGHT and you are passing either header freight or freight for a specific line, you must enter a value in this column.

If LINE_TYPE = CHARGES, do not enter a value in this column.

If this line has AMOUNT_INCLUDES_TAX set to Yes, the sales credits and line amounts for this column must include tax.

For credit memos and on-account credits, enter the credit amount for this transaction.

Validation

Destination

AMOUNT_INCLUDES_TAX_FLAG

This column controls whether the amount for this transaction line includes tax. If this column is set to Yes, then this line is assigned to a tax inclusive tax rate code.

AutoInvoice only uses this column if the tax rate code assigned to this line has the Allow Override and Entry of Inclusive Tax Lines option enabled on the corresponding tax regime.

Populate this column for invoices only. For regular credit memos, AutoInvoice always uses the AMOUNT_INCLUDES_TAX_FLAG column value from the invoice that you are crediting.

Validation

Destination

APPROVAL_CODE

The payment approval code provided by the credit card issuer to indicate that funds are available from the user account.

Validation

Destination

ADDRESS_VERIFICATION_CODE

The credit card address verification code provided by the Payments Server.

Validation

Destination

ASSESSABLE_VALUE

Enter the assessable value of the item on the transaction line.

The assessable value is the price at which a product is valued by a tax authority for a given tax, for tax calculation purposes.

Validation

Destination

ATTRIBUTE1-15

Enter the Invoice Line Information Flexfield attribute information for this transaction.

Descriptive Flexfield attributes allow you to store additional columns, the contents of which you define. These columns are optional.

Validation

Destination

ATTRIBUTE_CATEGORY

Enter the Invoice Line Information Flexfield category information for this transaction.

Descriptive Flexfield categories allow you to store different categories of attributes. This column is optional.

Validation

Destination

BATCH_SOURCE_NAME

Enter the name of the transaction source for this transaction. AutoInvoice uses the transaction source to determine the transaction numbering method and the AutoInvoice processing options. You must enter a value in this column.

Validation

Destination

COMMENTS

Enter comments about this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or your are passing freight for a specific line, do not enter text in this column.

Validation

Destination

CONS_BILLING_NUMBER

Enter the number for this consolidated bill.

A consolidated bill number is used for grouping a set of invoices under one bill.

Validation

Destination

CONVERSION_DATE

Enter the conversion date for this transaction. If you don't enter a date, AutoInvoice uses the transaction date as the default. If the currency of the transaction line is the same as the ledger currency, then leave this column null.

For credit memos, AutoInvoice uses the conversion date of the invoice that the credit memo is against, and not the credit memo transaction date.

Validation

Destination

CONVERSION_RATE

Enter the conversion rate for this transaction.

If CONVERSION_TYPE is User, you must enter a value in this column; otherwise do not enter a value. If the currency of the transaction is the same as the ledger currency, enter User and set CONVERSION_RATE to 1.

Validation

Destination

CONVERSION_TYPE

Enter the conversion rate type for this transaction. If the currency of the transaction is the same as the ledger currency, enter User and set CONVERSION_RATE to 1. You must enter a value in this column.

Validation

Destination

CREDIT_METHOD_FOR_ACCT_RULE

Enter the credit method for crediting a transaction that uses a revenue scheduling rule. Valid values are PRORATE, LIFO, and UNIT.

If this transaction is a credit memo against a transaction that uses a revenue scheduling rule and LINE_TYPE = LINE, CHARGES, or you are passing header freight, you must enter a value in this column.

If this transaction is a credit memo against a transaction that uses a revenue scheduling rule and CREDIT_METHOD_FOR_ACCT_RULE = UNIT, then AutoInvoice rejects the credit memo if the credit quantity exceeds the quantity on the target invoice line.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column. AutoInvoice ignores any value that you enter in this column. For on-account credits, do not enter a value in this column.

Validation

Destination

CREDIT_METHOD_FOR_INSTALLMENTS

Enter the credit method for crediting a transaction that uses split payment terms. Valid values are PRORATE, LIFO, and FIFO.

If this transaction is a credit memo against a transaction that uses split payment terms and LINE_TYPE = LINE, CHARGES, or you are passing header freight, you can enter a value in this column. If you do not enter a value, AutoInvoice uses the default value PRORATE.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column. AutoInvoice ignores any value that you enter in this column. For on-account credits, do not enter a value in this column.

Validation

Destination

CURRENCY_CODE

Enter the currency for this transaction. You must enter a value in this column.

For credit memos, enter the currency of the invoice that you are crediting.

Validation

Destination

CUSTOMER_BANK_ACCOUNT_ID

Enter the bill-to customer bank account ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Customer Bank Account option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the CUSTOMER_BANK_ACCOUNT_NAME column. If you enter a value in the CUSTOMER_BANK_ACCOUNT_NAME column, AutoInvoice enters a corresponding ID in this column.

If the receipt method is of type Automatic and this column is null, AutoInvoice populates a value for you.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

CUSTOMER_BANK_ACCOUNT_NAME

Enter the bill-to customer bank account name for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Customer Bank Account option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the CUSTOMER_BANK_ACCOUNT_ID column.

If the receipt method is of type Automatic and this column is null, AutoInvoice populates a value for you.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

CUSTOMER_TRX_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using the AutoInvoice grouping rule.

Validation

Destination

CUST_TRX_TYPE_ID

Enter the transaction type ID for this transaction.

This column is optional. Depending on the setting of the Transaction Type option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the CUST_TRX_TYPE_NAME column. If you enter a value in the CUST_TRX_TYPE_NAME column, AutoInvoice enters a corresponding ID in this column.

For credit memos you must enter the ID of the credit memo transaction type which has been assigned to the transaction you are crediting.

Validation

Destination

CUST_TRX_TYPE_NAME

Enter the transaction type name for this transaction.

This column is optional. Depending on the setting of the Transaction Type option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the CUST_TRX_TYPE_ID column.

For credit memos, you must enter the name of the credit memo transaction type that is assigned to the transaction you are crediting.

Validation

Destination

DEFAULT_TAXATION_COUNTRY

Enter the default taxation country.

The default taxation country is the country of taxation for tax calculation purposes.

Validation

Destination

DESCRIPTION

This is a required column in AutoInvoice. Enter the description for this transaction.

Validation

Destination

DOCUMENT_NUMBER

Enter the document sequence number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the creation method for the sequence numbering of this transaction is Manual, you must enter a value in this column.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the creation method for the sequence numbering of this transaction is Automatic, do not enter a value in this column. AutoInvoice generates a unique document sequence number.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

DOCUMENT_NUMBER_SEQUENCE_ID

This column is used by AutoInvoice and should be left null. AutoInvoice uses this column to store the document sequence ID for this transaction.

Validation

Destination

DOCUMENT_SUB_TYPE

Enter the document fiscal classification code for the transaction line.

The document fiscal classification is used to classify transactions that require special documentation to accompany the transaction for tax purposes, as designated by a tax authority.

Validation

Destination

EXCEPTION_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column when the transaction has a tax exception.

For credit memos, AutoInvoice enters the tax exception ID of the transaction you are crediting.

Validation

Destination

EXEMPTION_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column when the transaction has a tax exemption, either full or partial.

For credit memos, AutoInvoice enters the tax exemption ID of the transaction you are crediting.

Validation

Destination

FOB_POINT

Enter the FOB (free on board) point for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the FOB point from the transaction you are crediting.

Validation

Destination

GL_DATE

Enter the accounting date for this transaction. The accounting date determines the accounting period that the transaction is recorded in the general ledger. If the Post to GL option on the transaction type of the transaction being passed is not enabled, then this column should be null.

If LINE_TYPE = LINE, CHARGES, and you are passing transactions without rules, or you are passing header freight, this column is optional.

If LINE_TYPE = LINE and you are importing transactions with rules, do not enter a date in this column.

If LINE_TYPE = TAX or FREIGHT, do not enter a date in this column.

For credit memos, AutoInvoice uses the date you run AutoInvoice, unless the transaction you are crediting is billed in arrears. In that case, AutoInvoice uses the accounting date of the transaction you are crediting.

Validation

Destination

HEADER_ ATTRIBUTE1-15

Enter Descriptive Flexfield attribute information for the Transaction Information Flexfield. Descriptive Flexfield attributes let you store additional columns, the contents of which you define.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, these columns are optional.

If LINE_TYPE = TAX or FREIGHT, do not enter values in these columns.

Validation

Destination

HEADER_ATTRIBUTE_CATEGORY

For the Transaction Information Flexfield, enter Descriptive Flexfield attribute category information which is shared between this transaction and other transactions. Descriptive Flexfield categories allow you to store different categories of attributes.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter values in these columns.

Validation

Destination

HEADER_GDF_ATTRIBUTE1-30

Reserved for country-specific functionality.

Validation

Destination

HEADER_GDF_ATTR_CATEGORY

Reserved for country-specific functionality.

Validation

Destination

INITIAL_CUSTOMER_TRX_ID

This column is used by AutoInvoice and should be left null.

If the transaction is not a credit memo, AutoInvoice enters a value in this column using RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ID.

Validation

Destination

INTERCOMPANY_FLAG

This column is used by AutoInvoice to indicate whether a transaction is an intercompany transaction. Valid values are Y or null.

For intercompany transactions, AutoInvoice calls the appropriate program to derive the Receivables code combination ID.

Validation

Destination

INTERFACE_LINE_ATTRIBUTE1-15

Enter the Line Transaction Flexfield for this transaction. The Line Transaction Flexfield is a combination of attribute values that you use to uniquely identify this transaction line in your original system. The reference values you enter here provide you with an audit trail from Receivables back to your original system. You must enter values for enabled attributes.

Receivables copies the Line Transaction Flexfield to the Invoice Transaction Flexfield. When you import transactions with multiple lines using AutoInvoice, the attributes of the first line from the ordered lines appear in the Invoice Transaction Flexfield.

Note: Interface lines belonging to the same transaction are ordered by the following SQL clause:
waybill_number||ship_via asc,
ship_date_actual desc

If a transaction has only one line, then the Invoice Transaction Flexfield is the same as the Line Transaction Flexfield.

Validation

Destination

INTERFACE_LINE_CONTEXT

This is a required column in AutoInvoice. Enter the context of the Line Transaction Flexfield entered in columns INTERFACE_LINE_ATTRIBUTE1-15. If you pass information with global context, set this column to Global Data Elements.

Validation

Destination

INTERFACE_LINE_GUID

This column is used by AutoInvoice and should be left null.

Validation

Destination

INTERFACE_LINE_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using the RA_CUSTOMER_TRX_LINES_S sequence.

Validation

Destination

INTERFACE_STATUS

This column is used by AutoInvoice and should be left null. If AutoInvoice sets this column to P, then the line has been transferred successfully.

INTERNAL_NOTES

Enter internal notes for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter text in this column.

Validation

Destination

INVENTORY_ITEM_ID

Enter the inventory item ID for this transaction.

If LINE_TYPE = LINE or CHARGES, this column is optional. Depending on the setting of the Inventory Item option (Segment, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or a combination of segment values in the MTL_SYSTEM_ITEMS_SEG1-20 column. If you specified Segment on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or FREIGHT, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the value from the transaction you are crediting.

Validation

Destination

INVOICING_RULE_ID

Enter the invoicing rule ID for this transaction.

If LINE_TYPE = LINE or you are passing header freight, this column is optional. For invoice lines with rules, you must enter a value either in this column or in the INVOICING_RULE_NAME column, depending on the setting of the Invoicing Rule option (Value, ID, None) in the Import Information section of the transaction source. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the invoicing rule from the transaction you are crediting.

Validation

Destination

INVOICING_RULE_NAME

Enter the invoicing rule name for this transaction.

If LINE_TYPE = LINE or you are passing header freight, this column is optional. For invoice lines with rules, you must enter a value either in this column or in the INVOICING_RULE_ID column, depending on the setting of the Invoicing Rule option (Value, ID, None) in the Import Information section of the transaction source.

If LINE_TYPE = TAX, CHARGES or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the invoicing rule from the transaction you are crediting.

Validation

Destination

LAST_PERIOD_TO_CREDIT

For credit memos with a credit method of UNIT, enter the last period number from which you want to start crediting.

If this transaction is a credit memo against a transaction that uses a revenue scheduling rule, and LINE_TYPE = LINE, CREDIT_METHOD_FOR_ACCT_RULE = UNIT, or you are passing header freight, you can enter a value in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column. AutoInvoice ignores any value that you enter in this column.

Validation

Destination

LAST_UPDATE_LOGIN

This column is used by AutoInvoice and should be left null. AutoInvoice updates this column when it selects rows from the RA_INTERFACE_LINES_ALL table for processing.

Validation

Destination

LINE_GDF_ATTRIBUTE1-20

Reserved for country-specific functionality.

Validation

Destination

LINE_GDF_ATTR_CATEGORY

Reserved for country-specific functionality.

Validation

Destination

LINE_INTENDED_USE

Enter the product intended use code of the transaction line.

The product intended use code identifies situations where the intended use of the product is a factor either in tax determination or the tax recovery rate.

Validation

Destination

LINE_NUMBER

This column is used by AutoInvoice and should be left null. AutoInvoice ignores any values passed in this column, and always numbers the lines sequentially starting with the number 1 and in the order determined by the line ordering rule.

LINE_TYPE

Enter LINE, TAX, FREIGHT, or CHARGES to specify the line type for this transaction. You must enter a value in this column.

For credit memos, enter the type of line you are crediting.

Validation

Destination

LINK_TO_LINE_ATTRIBUTE1-15

Enter the link to your Transaction Flexfield attribute values.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, do not enter values in these columns.

If LINE_TYPE = TAX or you are passing freight for a specific line, you must enter a value. Use link-to-line attributes to associate this tax or freight line to another transaction line in RA_INTERFACE_LINES_ALL. All tax lines and freight for specific lines must be associated with a line that has a LINE_TYPE of LINE. Enter the same combination of attribute values as the transaction that you are associating this transaction with.

For credit memos applied to tax lines, you must use these columns to link your credit memo tax lines to your credit memo transaction. Similarly, for credit memos applied to freight lines, you must also use these columns to link your credit memo freight line to your credit memo transaction.

If you are applying a credit memo against a tax line which is linked to a transaction, you must enter a dummy credit memo transaction with a zero revenue amount and use these columns to link to your credit memo tax line. Similarly, if you are applying a credit memo against a freight line which is linked to a transaction, you must also enter a dummy credit memo transaction with a zero revenue amount and use these columns to link to your credit memo freight line.

Validation

Destination

LINK_TO_LINE_CONTEXT

Enter the context name of the Transaction Flexfield data that you entered in RA_INTERFACE_LINES_ALL.LINK_TO_LINE_ATTRIBUTE1-15.

Validation

Destination

LINK_TO_LINE_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using RA_INTERFACE_LINES_ALL.LINK_TO_LINE_ATTRIBUTE1-15 and RA_INTERFACE_LINES_ALL.LINK_TO_LINE_CONTEXT.

Validation

Destination

LOCATION_SEGMENT_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column if you are crediting a sales tax line.

Validation

Destination

MEMO_LINE_ID

Enter the standard memo line ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Memo Line Rule option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the MEMO_LINE_NAME column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the memo line from the transaction you are crediting.

Validation

Destination

MEMO_LINE_NAME

Enter the name of the standard memo line for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Memo Line Rule option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the MEMO_LINE_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the memo line from the transaction you are crediting.

Validation

Destination

MOVEMENT_ID

This column is used to pass movement statistics that are tied to the shipment information and passed through AutoInvoice.

AutoInvoice populates the column RA_CUSTOMER_TRX_LINES_ALL.MOVEMENT_ID with RA_INTERFACE_LINES_ALL.MOVEMENT_ID and updates MTL_MOVEMENT_STATISTICS with transaction information (for example, customer_trx_id, batch_id, customer_trx_line_id).

Validation

Destination

MTL_SYSTEM_ITEMS_SEG1-20

Assign a System Item Flexfield value for each segment you enable in Receivables. For example, if you enable six System Item Flexfield segments, you must enter six values in columns MTL_SYSTEM_ITEMS_SEG1-6. Be sure to enter the correct segment value. For example, value 01 is not the same as 1.

If LINE_TYPE = LINE or CHARGES, these columns are optional. Depending on the setting of the Inventory Item option (Segment, ID, None) in the Import Information section of the transaction source you can enter values either in these columns or in the INVENTORY_ITEM_ID column.

If LINE_TYPE = TAX or FREIGHT, do not enter values in these columns.

For credit memos, do not enter values in these columns. AutoInvoice uses the values from the transaction you are crediting.

For debit memos, do not enter values in these columns.

Validation

Destination

ORG_ID

Enter the ID of the business unit that this transaction belongs to.

Validation

Destination

ORIGINAL_GL_DATE

Stores the value of the GL_DATE column before AutoInvoice modifies the accounting date. This column is used by AutoInvoice and should not be populated by the user.

Validation

Destination

ORIG_SYSTEM_BATCH_NAME

Enter the batch name for this transaction. This column is optional.

AutoInvoice does not perform any validation on this column, but uses the value entered when grouping transactions into invoices.

Validation

Destination

ORIG_SYSTEM_BILL_ADDRESS_ID

Enter the bill-to customer address ID for this transaction. This bill-to customer address ID is for the bill-to customer you entered in ORIG_SYSTEM_BILL_CUSTOMER_REF or ORIG_SYSTEM_BILL_CUSTOMER_ID column.

If no default remit-to address is specified, then AutoInvoice uses the bill-to address to determine the remit-to address for the customer. If the remit-to address cannot be determined, then AutoInvoice rejects the transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Address option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the ORIG_SYSTEM_BILL_ADDRESS_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

ORIG_SYSTEM_BILL_ADDRESS_REF

Enter the bill-to customer address reference from your original system. This reference is for the bill-to customer you entered in the ORIG_SYSTEM_BILL_CUSTOMER_REF or ORIG_SYSTEM_BILL_CUSTOMER_ID column. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If no default remit-to address is specified, then AutoInvoice uses the bill-to address to determine the remit-to address for the customer. If the remit-to address cannot be determined, then AutoInvoice rejects the transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Address option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the ORIG_SYSTEM_BILL_ADDRESS_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

ORIG_SYSTEM_BILL_CONTACT_ID

Enter the bill-to contact ID for this transaction. This bill-to contact ID must be for the bill-to customer that you entered in the ORIG_SYSTEM_BILL_CUSTOMER_REF or ORIG_SYSTEM_BILL_CUSTOMER_ID column.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Contact option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_BILL_CONTACT_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

ORIG_SYSTEM_BILL_CONTACT_REF

Enter the bill-to contact reference from your original system. This reference is for the bill-to customer that you entered in the ORIG_SYSTEM_BILL_CUSTOMER_REF or ORIG_SYSTEM_BILL_CUSTOMER_ID column. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Contact option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_BILL_CONTACT_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

ORIG_SYSTEM_BILL_CUSTOMER_ID

Enter the bill-to customer ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Customer option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the ORIG_SYSTEM_BILL_CUSTOMER_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, you must enter the bill-to customer ID or the bill-to customer reference of a related customer of the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_ BILL_CUSTOMER_REF

Enter a value you can use to uniquely identify this bill-to customer in your original system. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Bill-to Customer option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the ORIG_SYSTEM_BILL_CUSTOMER_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, you must enter the bill-to customer reference or the bill-to customer ID of a related customer of the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_ADDRESS_ID

Enter the ship-to customer address ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Address option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SHIP_ADDRESS_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column; AutoInvoice uses the ship-to address from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_ADDRESS_REF

Enter a value you can use to uniquely identify this ship-to customer address in your original system. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Address option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SHIP_ADDRESS_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column, AutoInvoice uses the ship-to address from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_CONTACT_ID

Enter the ship-to contact ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Contact option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SHIP_CONTACT_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the ship-to contact from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_CONTACT_REF

Enter a value you can use to uniquely identify this ship-to contact in your original system. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Contact option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in ORIG_SYSTEM_SHIP_CONTACT_ID.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the ship-to contact from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_CUSTOMER_ ID

Enter the ship-to customer ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Customer option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SHIP_CUSTOMER_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the ship-to customer from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SHIP_CUSTOMER_REF

Enter a value you can use to uniquely identify this ship-to customer in your original system. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Ship-to Customer option (Value, ID, None) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SHIP_CUSTOMER_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the ship-to customer from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SOLD_CUSTOMER_ID

Enter the sold-to customer ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Sold-to Customer option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SOLD_CUSTOMER_REF column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value. AutoInvoice uses the sold-to customer from the transaction you are crediting.

Validation

Destination

ORIG_SYSTEM_SOLD_CUSTOMER_REF

Enter a value you can use to uniquely identify this sold-to customer in your original system. The reference value you enter here provides you with an audit trail from Receivables back to your original system.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Sold-to Customer option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the ORIG_SYSTEM_SOLD_CUSTOMER_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value. AutoInvoice uses the sold-to customer from the transaction you are crediting.

Validation

Destination

OVERRIDE_AUTO_ACCOUNTING_FLAG

This column controls whether the code combination ID of the Accounting Flexfield for this accounting distribution, populated by the feeder system, should override AutoAccounting.

Populate this column for invoices and credit memos.

Validation

Destination

PAYMENT_SET_ID

This column contains a unique internal ID number that matches prepaid invoices with their prepayment receipts. This column should be populated only within a prepayments flow.

Validation

Destination

PAYING_CUSTOMER_ID

This column is used by AutoInvoice and should be left null.

Validation

Destination

PAYING_SITE_USE_ID

This column is used by AutoInvoice and should be left null.

Validation

Destination

PAYMENT_SERVER_ORDER_NUM

A number that indicates the credit card payment was authorized by the Payments Server.

Validation

Destination

PREVIOUS_CUSTOMER_TRX_ID

This column is used by AutoInvoice and should be left null.

For credit memos, AutoInvoice enters a value in this column using RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ID.

Validation

Destination

PRIMARY_SALESREP_ID

Enter the primary salesperson ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the Require salesperson Receivables system option is enabled, you must enter a value either in this column or in the PRIMARY_SALESREP_NUMBER column. Otherwise this column is optional. The value that you enter here depends on the setting of the Salesperson option (Number or ID) in the Import Information section of the transaction source. If you specified Number on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

PRIMARY_SALESREP_NUMBER

Enter the primary salesperson number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the Require salesperson Receivables system option is enabled, you must enter a value either in this column or in the PRIMARY_SALESREP_ID column. Otherwise this column is optional. The value that you enter here depends on the setting of the Salesperson option (Number or ID) in the Import Information section of the transaction source.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

PRINTING_OPTION

Enter the printing option for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. AutoInvoice uses the printing option that you entered for the transaction type.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

PRODUCT_CATEGORY

Enter the product category code of the noninventory item on the transaction line.

The product category code is used to classify noninventory items and items that are not a good that have a tax requirement for tax determination or tax reporting purposes.

Validation

Destination

PRODUCT_FISC_CLASSIFICATION

Enter the product fiscal classification code of the inventory item on the transaction line.

The product fiscal classification is used to classify inventory items that have a tax requirement for tax determination or tax reporting purposes.

Validation

Destination

PRODUCT_TYPE

Enter the product type code of the inventory item. Valid values are GOODS and SERVICES.

Validation

Destination

PURCHASE_ORDER

Enter the purchase order number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the purchase order number from the transaction you are crediting.

Validation

Destination

PURCHASE_ORDER_DATE

Enter the date of the purchase order for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the purchase order date from the transaction you are crediting.

Validation

Destination

PURCHASE_ORDER_REVISION

Enter the purchase order revision for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the purchase order revision from the transaction you are crediting.

Validation

Destination

QUANTITY

If this transaction is an invoice or credit memo line and LINE_TYPE = LINE, or you are passing header freight, this column is optional. For invoice lines, enter the number of units shipped. For credit memo lines, enter the number of units you are crediting. If you do not enter a value in this column, AutoInvoice uses AMOUNT as the EXTENDED_AMOUNT for this transaction. If this transaction is a dummy line for either freight only or tax only, AutoInvoice ignores the value you enter in this column.

If this is a credit memo line, and LINE_TYPE = LINE and CREDIT_METHOD_FOR_ACCT_RULE = UNIT, then this column is required.

If this transaction is a credit memo against a transaction that uses a revenue scheduling rule and CREDIT_METHOD_FOR_ACCT_RULE = UNIT, then AutoInvoice rejects the credit memo if the credit quantity exceeds the quantity on the target invoice line.

For debit memos, if LINE_TYPE = CHARGES, set quantity to 1.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, if LINE_TYPE = CHARGES, set quantity to 1 or -1.

Validation

Destination

QUANTITY_ORDERED

Enter the original number of units ordered for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing freight for a specific line, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this field.

For credit memos, do not enter a value in this column. AutoInvoice uses the quantity ordered from the transaction you are crediting.

Validation

Destination

REASON_CODE

Enter the reason code for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Memo Reason option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the REASON_CODE_MEANING column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, this column is optional.

Validation

Destination

REASON_CODE_MEANING

Enter the meaning of the reason code for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Memo Reason option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the REASON_CODE column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, this column is optional.

Validation

Destination

RECEIPT_METHOD_ID

Enter the receipt method ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Payment Method Rule option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the RECEIPT_METHOD_NAME column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

AutoInvoice selects a receipt method using the following hierarchy:

  1. Primary receipt method of the parent primary bill-to site.

  2. Primary receipt method of the parent customer.

  3. Primary receipt method of the bill-to site.

  4. Primary receipt method of the bill-to customer.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this field.

Validation

Destination

RECEIPT_METHOD_NAME

Enter the name of the receipt method for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Payment Method Rule option (Value or ID) in the Import Information section of the transaction source, you can enter a value either in this column or in the RECEIPT_METHOD_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this field.

Validation

Destination

REFERENCE_LINE_ATTRIBUTE1-15

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and this transaction is a credit memo, you must enter either the Transaction Flexfield of the transaction line you are crediting in these columns or the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the transaction you are crediting in RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ID. Otherwise, do not enter values in these columns.

If LINE_TYPE = TAX and this transaction is a credit memo, you must enter either the Transaction Flexfield of the tax line you are crediting in these columns or the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the transaction tax line you are crediting in RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ID. Otherwise, do not enter values in these columns.

If LINE_TYPE = FREIGHT and this transaction is a credit memo, you must enter either the Transaction Flexfield of the freight line you are crediting in these columns or the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the transaction freight line you are crediting in RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ID. Otherwise, do not enter values in these columns.

For on-account credits, do not enter values in these columns.

Validation

Destination

REFERENCE_LINE_CONTEXT

Enter the context name of the Transaction Flexfield data entered in RA_INTERFACE_LINES_ALL.REFERENCE_LINE_ATTRIBUTE1-15. You must enter a value in this column if you entered values in RA_INTERFACE_LINES_ALL.ATTRIBUTE1-15.

Validation

Destination

REFERENCE_LINE_ID

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and this transaction is a credit memo, you must enter the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the transaction line you are crediting in this column or the Transaction Flexfield in the REFERENCE_LINE_ATTRIBUTE1-15 columns. Otherwise, do not enter a value.

If LINE_TYPE = TAX and this transaction is a credit memo, you must enter the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the tax line you are crediting in this column or the Transaction Flexfield in the REFERENCE_LINE_ATTRIBUTE1-15 columns. Otherwise, do not enter a value in this column.

If LINE_TYPE = FREIGHT and this transaction is a credit memo, you must enter the RA_CUSTOMER_TRX_LINES_ALL.CUSTOMER_TRX_LINE_ID of the freight line you are crediting in this column or the Transaction Flexfield in the REFERENCE_LINE_ATTRIBUTE1-15 columns. Otherwise, do not enter a value in this column.

For on-account credits, do not enter a value in this column.

Validation

Destination

RELATED_BATCH_SOURCE_NAME

Enter the name of the transaction source of the document to which this transaction is related.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Related Document option (Number, ID, None) in the Import Information section of the transaction source, you can enter a value in this column and the related transaction number in the RELATED_TRX_NUMBER column. Or, you can enter the related customer transaction ID in the RELATED_CUSTOMER_TRX_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

RELATED_CUSTOMER_TRX_ID

Enter the customer transaction ID of the document to which this transaction is related.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Related Document option (Number, ID, None) in the Import Information section of the transaction source, you can enter a value in this column. Or, you can enter the related transaction number in the RELATED_TRX_NUMBER column and the related transaction source name in the RELATED_BATCH_SOURCE_NAME column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

RELATED_TRX_NUMBER

Enter the document number to which this transaction is related.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Related Document option (Number, ID, None) in the Import Information section of the transaction source, you can enter a value in this column and the related transaction source name in the RELATED_BATCH_SOURCE_NAME column. Or, you can enter the related customer transaction ID in the RELATED_CUSTOMER_TRX_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

REQUEST_ID

This column is used by AutoInvoice and should be left null.

Validation

Destination

RULE_START_DATE

Enter the start date for the revenue scheduling rule for this transaction.

If LINE_TYPE = LINE or you are passing header freight, this column is optional.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

RULE_END_DATE

Enter the end date for the revenue scheduling rule for this transaction.

This column is required if the revenue scheduling rule is either Daily Revenue Rate, All Periods or Daily Revenue Rate, Partial Periods.

If LINE_TYPE = LINE or you are passing header freight, this column is optional.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

SALES_ORDER

Enter the sales order number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the sales order number from the transaction you are crediting.

Validation

Destination

SALES_ORDER_DATE

Enter the date of the sales order for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the sales order date from the transaction you are crediting.

Enter the date of the revenue order for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the revenue order date from the transaction you are crediting.

Validation

Destination

SALES_ORDER_LINE

Enter the sales order line number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the sales order line number from the transaction you are crediting.

Validation

Destination

SALES_ORDER_REVISION

Enter the sales order revision for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the sales order revision from the transaction you are crediting.

Validation

Destination

SALES_ORDER_SOURCE

Enter the source of the sales order for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the source of the sales order from the transaction you are crediting.

Validation

Destination

SALES_TAX_ID

This column is used by AutoInvoice and should be left null.

For credit memos, AutoInvoice uses the sales tax ID of the transaction you are crediting.

Validation

Destination

SET_OF_BOOKS_ID

Optionally enter the ledger ID for this transaction. If no value exists, then AutoInvoice uses the ledger of the business unit assigned to Receivables system options.

Validation

Destination

SHIP_DATE_ACTUAL

Enter the shipment date for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the earliest shipment date from the transaction you are crediting.

Validation

Destination

SHIP_VIA

Enter the ship_via code for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the ship_via code from the transaction you are crediting.

Validation

Destination

SOURCE_DATA_KEY1-5

Enter line group attributes that link one or more transaction lines into groups.

Validation

Destination

TAX_CODE

Enter the tax rate code for this tax line.

If LINE_TYPE = CHARGES or FREIGHT, do not enter a value in this column.

If LINE_TYPE = LINE, this column is optional.

If LINE_TYPE = TAX, this column is required.

For credit memos, AutoInvoice uses the tax rate code from the transaction you are crediting.

Validation

Destination

TAX_EXEMPT_FLAG

If LINE_TYPE = LINE, this column is optional. The value you enter here controls how a line is taxed:

  • Enter E, if you want AutoInvoice to exempt an invoice line that would normally be taxed and the Allow Override of Customer Exemptions profile option is set to Yes. If you enter E, you must enter a value in the TAX_EXEMPT_REASON_CODE or TAX_EXEMPT_REASON_CODE_MEANING column, depending on the setting of the Memo Reason option (Value or ID) in the Import Information section of the transaction source.

  • Enter R, if you want AutoInvoice to force tax on an invoice line, ignoring any exemption certificates that may be on file.

  • Enter S, if you want tax to be calculated as per the normal procedures set up for Receivables transactions.

For all other line types, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

TAX_EXEMPT_NUMBER

Enter the tax exempt number for this transaction. If LINE_TYPE = LINE and TAX_EXEMPT_FLAG = E, then you can enter a value in this column. Otherwise, do not enter a value in this column.

For all other line types, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

TAX_EXEMPT_REASON_CODE

Enter the tax exempt reason code for this transaction. If LINE_TYPE = LINE and TAX_EXEMPT_FLAG = E, then depending on the setting of the Memo Reason option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the TAX_EXEMPT_REASON_CODE_MEANING column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

For all other line types, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

TAX_EXEMPT_REASON_CODE_MEANING

Enter the tax exempt reason code meaning for this transaction. If LINE_TYPE = LINE and TAX_EXEMPT_FLAG = E, then depending on the setting of the Memo Reason option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the TAX_EXEMPT_REASON_CODE column. Otherwise, do not enter a value in this column.

For all other line types, do not enter a value in this column.

For credit memos, do not enter a value in this column.

Validation

Destination

TAX_PRECEDENCE

Enter the precedence number for this tax line. This column is used to compute tax compounding.

If LINE_TYPE = LINE, CHARGES, or FREIGHT, do not enter a value in this column.

If LINE_TYPE = TAX and you allow compound tax, you can enter a value in this column. Otherwise do not enter a value.

If you are passing freight for a specific line, do not enter a value in this column.

For credit memos, AutoInvoice uses the tax precedence from the transaction you are crediting.

Validation

Destination

TAX_RATE

Enter the tax rate for this tax line.

If LINE_TYPE = LINE, CHARGES, or FREIGHT, do not enter a value in this column.

If LINE_TYPE = TAX, you must enter a value either in this column or the AMOUNT column. Any exemptions for the tax lines must be factored into the tax rate.

Validation

Destination

TERM_ID

Enter the payment terms ID for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Payment Terms option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the TERM_NAME column. If you specified Value on the transaction source, AutoInvoice enters a corresponding ID in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

TERM_NAME

Enter the name of the payment terms for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. Depending on the setting of the Payment Terms option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the TERM_ID column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos and on-account credits, do not enter a value in this column.

Validation

Destination

TRANSLATED_DESCRIPTION

The translated description of this transaction line.

Validation

Destination

TRX_BUSINESS_CATEGORY

Enter the transaction business category code for the transaction line.

The transaction business category is used to classify transactions and as a determining factor in tax calculation.

Validation

Destination

TRX_DATE

Enter the transaction date for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional:

  • If this transaction is an invoice or debit memo line, you can enter the invoice date.

  • If this transaction is a credit memo line, you can enter the credit memo date.

If this transaction is an invoice line and uses an In Arrears invoicing rule, do not enter a value in this column.

If you do not enter a transaction date, AutoInvoice uses the accounting date for invoice and debit memo lines.

For credit memo lines, AutoInvoice uses the following hierarchy to determine the transaction date, selecting whichever date is later:

  • Credit memo accounting date.

  • Accounting date entered in the run of the Import AutoInvoice program.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

TRX_NUMBER

Enter the number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the Automatic transaction numbering option on the transaction source is not enabled, you must enter a value in this column.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, and the Automatic transaction numbering option on the transaction source is enabled, do not enter a value in this column. AutoInvoice inserts a unique number in this column.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

UOM_CODE

Enter the unit of measure code for this transaction.

If LINE_TYPE = LINE and the line has an item, you must enter a value either in this column or in the UOM_NAME column. If this a freight-only line, a tax-only line, or a line with no item, this column is optional.

If LINE_TYPE = LINE and you are passing a dummy line for either a tax-only or freight-only line, AutoInvoice ignores what you enter here.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the unit of measure from the transaction you are crediting.

Validation

Destination

UOM_NAME

Enter the unit of measure name for this transaction.

If LINE_TYPE = LINE and the line has an item, you must enter a value either in this column or in the UOM_CODE column. If this a freight-only line, a tax-only line, or a line with no item, this column is optional.

If LINE_TYPE = LINE and you are passing a dummy line for either a tax-only or freight-only line, AutoInvoice ignores what you enter here.

If LINE_TYPE = TAX, CHARGES, or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the unit of measure from the transaction you are crediting.

Validation

Destination

UNIT_SELLING_PRICE

Enter the selling price per unit for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional. If you do not enter a value in this column, AutoInvoice uses the amount in RA_INTERFACE_LINES_ALL.AMOUNT as the amount/quantity for this transaction.

If LINE_TYPE = LINE or you are passing header freight, and you are passing a dummy line for either a tax-only or freight-only line, AutoInvoice ignores the value you enter here.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

Validation

Destination

UNIT_STANDARD_PRICE

Enter the standard price per unit for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the unit standard price from the transaction you are crediting.

Validation

Destination

USER_DEFINED_FISC_CLASS

Enter the user-defined fiscal classification code for the transaction line.

Use the user-defined fiscal classification code to classify any tax requirement that you cannot define using existing fiscal classification types.

Validation

Destination

USSGL_TRANSACTION_CODE

Enter the transaction code for this transaction. If this transaction is linked to another transaction, you must enter the same transaction code as the one to which it is linked. This column is optional.

Validation

Destination

USSGL_TRANSACTION_CODE_CONTEXT

This column is not currently used by AutoInvoice.

Validation

Destination

VAT_TAX_ID

This column is used by AutoInvoice and should be left null. If you enter a value in TAX_CODE, AutoInvoice enters a corresponding ID in this column.

For credit memos, AutoInvoice uses the VAT tax ID of the transaction you are crediting.

Validation

Destination

WAREHOUSE_ID

This column identifies the ship-from location and can be used to control taxation. Within the US, the Warehouse ID is important when calculating state sales tax.

Validation

Destination

WAYBILL_NUMBER

Enter the waybill number for this transaction.

If LINE_TYPE = LINE, CHARGES, or you are passing header freight, this column is optional.

If LINE_TYPE = TAX or you are passing freight for a specific line, do not enter a value in this column.

For credit memos, do not enter a value in this column. AutoInvoice uses the waybill number from the transaction you are crediting.

Validation

Destination

AutoInvoice Interface Table RA_INTERFACE_SALESCREDITS_ALL

This table stores sales credit information for transactions. This table must be populated if AutoAccounting derives segment values based on Salesperson. If AutoAccounting does not depend on Salesperson, then the settings of the Require salesperson Receivables system option and the Allow sales credits option on the transaction source determine whether you must enter sales credit information.

If you are importing invoices, debit memos, and on-account credits, and the Require salesperson Receivables system option is enabled, you must enter sales credit information, regardless of the setting of the Allow sales credits option on the transaction source.

If you are importing credit memos and the Require salesperson Receivables system option is enabled, entering sales credit information is optional. If you don't provide sales credit information on the credit memo, AutoInvoice uses the sales credit information of the invoice it is crediting. If the invoice it is crediting doesn't have sales credit information, AutoInvoice creates a 100% No Sales Credit line for this invoice. This sales credit line is then used to determine the sales credit amount for the credit memo.

Regardless of the type of transaction you are importing, if the Require salesperson Receivables system option is not enabled, but the Allow sales credits option on the transaction source is enabled, you can optionally provide sales credit information. AutoInvoice validates and passes this information with the transaction. If the Require salesperson Receivables system option is not enabled and the Allow sales credits option on the transaction source is not enabled, AutoInvoice ignores any values that you pass.

ATTRIBUTE1-15

Enter the Descriptive Flexfield attribute information for this sales or revenue credit assignment. Descriptive Flexfield attributes allow you to store additional columns, the contents of which you define. These columns are optional.

Validation

Destination

ATTRIBUTE_CATEGORY

Enter the Descriptive Flexfield category information for this sales credit assignment. Descriptive Flexfield categories allow you to store different categories of attributes. This column is optional.

Validation

Destination

INTERFACE_LINE_ATTRIBUTE1-15

Enter the same Transaction Flexfield for the transaction with which you want to associate this sales or revenue credit assignment. The values you enter here provide you with an audit trail from Receivables back to your original system. You must enter a value for each attribute you enabled.

INTERFACE_LINE_CONTEXT

Enter the context name of the Transaction Flexfield data that you entered in RA_INTERFACE_SALESCREDITS_ALL.INTERFACE_LINE_ATTRIBUTE1-15. You must enter a value in this column.

Validation

Destination

INTERFACE_LINE_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using RA_INTERFACE_SALESCREDITS_ALL.INTERFACE_LINE_ATTRIBUTE1-15.

Validation

Destination

INTERFACE_SALESCREDIT_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using the sequence RA_CUST_TRX_LINE_SALESREPS_S.

Validation

Destination

INTERFACE_STATUS

This column is used by AutoInvoice and should be left null.

Validation

Destination

LAST_UPDATE_LOGIN

This column is used by AutoInvoice and should be left null. AutoInvoice updates this column when it selects rows from the RA_INTERFACE_SALESCREDITS_ALL table for processing.

Validation

Destination

REQUEST_ID

This column is used by AutoInvoice and should be left null.

Validation

Destination

SALES_CREDIT_AMOUNT_SPLIT

Enter the sales credit amount for this salesperson. This column is optional. Depending on the setting of the Sales Credit option (Amount or Percent) in the Import Information section of the transaction source, you must enter either an amount in this column or a percentage in the SALES_CREDIT_PERCENT_SPLIT column. If you specified Percent in the transaction source, AutoInvoice calculates an amount for this column.

Validation

Destination

SALES_CREDIT_PERCENT_SPLIT

Enter the sales credit percentage for this salesperson. This column is optional. Depending on the setting of the Sales Credit option (Amount or Percent) in the Import Information section of the transaction source, you must enter either a percentage in this column or an amount in the SALES_CREDIT_PERCENT_SPLIT column. If you specified Amount in the transaction source, AutoInvoice calculates a percentage for this column.

Validation

Destination

SALES_CREDIT_TYPE_ID

Enter the ID of the sales credit type for this sales credit assignment. This column is optional. Depending on the setting of the Sales Credit Type option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the SALES_CREDIT_TYPE_NAME column. If you specified Value in the transaction source, AutoInvoice enters a corresponding ID in this column.

Validation

Destination

SALES_CREDIT_TYPE_NAME

Enter the name of the sales credit type for this sales credit assignment. This column is optional. Depending on the setting of the Sales Credit Type option (Value or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the SALES_CREDIT_TYPE_ID column.

Validation

Destination

SALES_GROUP_ID

Enter the sales organization ID for this sales credit assignment. This column is optional.

Validation

Destination

SALESREP_ID

Enter the salesperson ID for this sales credit assignment. This column is optional. Depending on the setting of the Salesperson option (Number or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the SALESREP_NUMBER column. If you specified Number in the transaction source, AutoInvoice enters a corresponding ID in this column.

Validation

Destination

SALESREP_NUMBER

Enter the salesperson number for this sales credit assignment. This column is optional. Depending on the setting of the Salesperson option (Number or ID) in the Import Information section of the transaction source, you must enter a value either in this column or in the SALESREP_ID column.

Validation

Destination

AutoInvoice Interface Table RA_INTERFACE_DISTRIBUTIONS_ALL

This table stores accounting distributions for transactions created by AutoInvoice.

AutoInvoice doesn't require you to enter accounting distributions for your transactions. If you don't use AutoAccounting, then you must manually enter accounting distributions for your transactions.

If your accounting distributions are for transactions that use revenue scheduling rules, you can only enter percentages. If you enter amounts, AutoInvoice ignores these values.

If your accounting distributions are for transactions that don't use revenue scheduling rules, you can enter either percentages or amounts, depending on the value you entered for your transaction source:

  • If you enter an amount, AutoInvoice requires that the distribution amounts add up to the amount of the transaction.

  • If you enter a percentage, AutoInvoice requires that the distribution percentages add up to 100 for each account class that you pass.

Distributions in RA_INTERFACE_DISTRIBUTIONS_ALL are linked to the appropriate transaction lines in RA_INTERFACE_LINES_ALL from the transaction flexfield. Though the distribution for the REC account class is at the invoice level, it may be linked to any transaction line of the invoice in RA_INTERFACE_LINES_ALL. AutoInvoice will then correctly transfer all distributions to RA_CUST_TRX_LINE_GL_DIST_ALL.

ACCOUNT_CLASS

Enter the account class for this accounting distribution. AutoInvoice uses the account class you enter here to determine the type of account you are supplying for this accounting distribution. You must enter a value for this column.

Validation

Destination

ACCTD_AMOUNT

This column is optional. If you selected Amount as the Revenue Account Allocation option on the transaction source, then AutoInvoice accepts whatever is passed in this column without validation. If this column is null, then AutoInvoice computes the accounted amount for this distribution line. For imported amounts in the ledger currency, AutoInvoice rejects the line if you enter a value in the ACCTD_AMOUNT column that doesn't equal the line amount.

Validation

Destination

AMOUNT

Enter the amount for this accounting distribution.

If this accounting distribution is for a transaction that doesn't use a revenue scheduling rule, you must enter a value either in this column or in the PERCENT column, depending on the value you entered for the Revenue Account Allocation option on the transaction source. If you specify Percent, AutoInvoice computes the amount in this column.

Do not enter a value in this column if either of these is true:

  • This accounting distribution is for a transaction that uses a revenue scheduling rule.

  • This accounting distribution is a receivables (REC) account. If this distribution is for a receivables account, you must enter 100 in RA_INTERFACE_DISTRIBUTIONS_ALL.PERCENT.

If this line has AMOUNT_INCLUDES_TAX set to Yes, the sales credits and line amounts for this column must include tax.

Validation

Destination

ATTRIBUTE1-15

Enter the Descriptive Flexfield attribute information for this accounting distribution. Descriptive Flexfield attributes allow you to store additional columns, the contents of which you define. These columns are optional.

Validation

Destination

ATTRIBUTE_CATEGORY

Enter the Descriptive Flexfield category information for this accounting distribution. Descriptive Flexfield categories allow you to store different categories of attributes. This column is optional.

Validation

Destination

CODE_COMBINATION_ID

Enter the code combination ID of the Accounting Flexfield for this accounting distribution.

This column is optional. Depending on the value you selected for the Accounting Flexfield option on the transaction source, you must either enter a value in this column or enter a combination of segment values in the SEGMENT1-30 column. If you selected Segment on the transaction source, AutoInvoice enters a corresponding ID in this column.

Validation

Destination

COMMENTS

Enter comments about this accounting distribution. This column is optional.

Validation

Destination

INTERFACE_DISTRIBUTION_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using the sequence RA_CUST_TRX_LINE_GL_DIST_S. This is the primary key for RA_INTERFACE_DISTRIBUTIONS_ALL.

Validation

Destination

INTERFACE_LINE_ATTRIBUTE1-15

Enter the same Line Transaction Flexfield for the transaction with which you want to associate this accounting distribution. You must enter a value for each attribute you enabled for the Line Transaction Flexfield.

Validation

Destination

INTERFACE_LINE_CONTEXT

This is a required column in AutoInvoice. Enter the context of the Line Transaction Flexfield entered in the INTERFACE_LINE_ATTRIBUTE1-15 column.

Validation

Destination

INTERFACE_LINE_ID

This column is used by AutoInvoice and should be left null. AutoInvoice enters a value in this column using INTERFACE_LINE_ATTRIBUTE1-15 and INTERFACE_LINE_CONTEXT.

Validation

Destination

INTERFACE_STATUS

This column is used by AutoInvoice and should be left null.

Validation

Destination

INTERIM_TAX_CCID

This column identifies the tax account used for deferred tax amounts.

Validation

Destination

INTERIM_TAX_SEGMENT1-30

Enter an Accounting Flexfield value for each segment you enable in Receivables. This flexfield represents the Interim (deferred) tax account. For example, if you enable six Accounting Flexfield segments, you must enter six values in columns SEGMENT1-6. Be sure to enter the correct segment value. For example, the value 01 is not the same as 1.

Depending on the value you selected for the Accounting Flexfield option on the transaction source, you must either enter a combination of segment values here or enter a value in the CODE_COMBINATION_ID column.

Validation

Destination

LAST_UPDATE_LOGIN

This column is used by AutoInvoice and should be left null. AutoInvoice updates this column when it selects rows from the RA_INTERFACE_DISTRIBUTIONS_ALL table for processing.

Validation

Destination

PERCENT

Enter the percent for this accounting distribution.

If this accounting distribution is for a transaction that doesn't use a revenue scheduling rule, you must enter a value either in this column or in the AMOUNT column, depending on the value you entered for the Revenue Account Allocation option on the transaction source. If you specified Amount, AutoInvoice computes the percentage in this column.

If this accounting distribution is for a transaction that uses a revenue scheduling rule, you must enter a value in this column.

Validation

Destination

REQUEST_ID

This column is used by AutoInvoice and should be left null.

Validation

Destination

SEGMENT1-30

Enter an Accounting Flexfield value for each segment you enable in Receivables. For example, if you enable six Accounting Flexfield segments, you must enter six values in columns SEGMENT1-6. Be sure to enter the correct segment value. For example, the value 01 is not the same as 1.

Depending on the value you selected for the Accounting Flexfield option on the transaction source, you must either enter a combination of segment values here or enter a value in the CODE_COMBINATION_ID column.

Validation

Destination

AutoInvoice Interface Table AR_INTERFACE_CONTS_ALL

This table stores information about contingencies that impact revenue recognition on imported transactions.

CONTINGENCY_ID

Identifies the revenue contingency, according to this table:

Contingency Name Contingency ID

Explicit Acceptance

2

Customer Creditworthiness

3

Doubtful Collectibility

4

Extended Payment Terms

5

Cancellation

7

Fiscal Funding Clause

8

Refund

9

Forfeitures

10

Leasing Doubtful Collectibility

12

Impaired Loans

13

Validation

Destination

EXPIRATION_DATE

Indicates the expiration date of the contingency. For time-based contingencies, enter either the expiration date or expiration days.

Validation

Destination

EXPIRATION_DAYS

Indicates the expiration period of the contingency. For time-based contingencies, enter either the expiration date or expiration days.

Validation

Destination

EXPIRATION_EVENT_DATE

Indicates the expiration of the contingency removal event.

Validation

Destination

INTERFACE_CONTINGENCY_ID

Contingency identifier.

Validation

Destination

PARENT_LINE_ID

Identifies the original parent order line from Distributed Order Orchestration. Child transaction lines inherit contingencies from the parent line. You can't update the contingencies on the child transaction lines.

Validation

Destination

AutoInvoice Interface Table RA_INTERFACE_ERRORS_ALL

This table stores information about interface lines that failed validation and were not imported into the Receivables tables. AutoInvoice identifies all errors for each transaction line, thus reducing multiple validation and correction cycles. When you resubmit AutoInvoice, the program deletes the errors for each line selected for processing. When all of the records have been successfully processed, AutoInvoice purges any remaining data in this table.

INTERFACE_LINE_ID

If both INTERFACE_SALESCREDIT_ID and INTERFACE_DISTRIBUTION_ID are null, then the row in RA_INTERFACE_LINES_ALL associated with this INTERFACE_LINE_ID failed validation.

Validation

Destination

INTERFACE_SALESCREDIT_ID

If this column is not null, then the row in RA_INTERFACE_SALESCREDITS_ALL associated with this INTERFACE_SALESCREDIT_ID failed validation.

Validation

Destination

INTERFACE_DISTRIBUTION_ID

If this column is not null, then the row in RA_INTERFACE_DISTRIBUTIONS_ALL associated with this INTERFACE_DISTRIBUTION_ID failed validation.

Validation

Destination

INVALID_VALUE

The invalid value that failed validation displays in this column, if applicable.

Validation

Destination

LINK_TO_LINE_ID

This column displays the INTERFACE_LINE_ID of the line to which this line that failed validation is linked. For example, you have a tax line that fails and is linked to an invoice line that fails. In this case, the column stores the INTERFACE_LINE_ID of the invoice line.

Validation

Destination

MESSAGE_TEXT

The message text is stored in this column.

Validation

Destination

FAQs for Manage AutoInvoice

Why did AutoInvoice reject the invoice?

In most cases this is due to an invalid tax rate code.

If an invoice contains invalid lines, AutoInvoice creates an invoice from valid lines and rejects only the invalid lines. However, if an invoice contains an invoice line with an invalid tax rate code, the entire invoice is rejected.

Why did AutoInvoice process fewer lines than were selected?

This happens when both a credit memo for an invoice and the invoice itself are part of the same submission.

If the credit memo is selected first, then the credit memo goes unprocessed, without failure, because the invoice wasn't yet processed. The unprocessed credit memo remains in the interface table and will be processed the next time you submit the Import AutoInvoice program.

When does AutoInvoice purge processed data?

If the Purge interface tables Receivables system option is enabled, then the Purge AutoInvoice Interface Data program runs automatically after AutoInvoice has validated and transferred data to Receivables.

If the Purge interface tables Receivables system option is not enabled, then you must submit the Purge AutoInvoice Interface Data program manually to purge temporary data.

The program deletes both processed records and unprocessed records for the applicable business units:

  • Processed records include all records from the interface tables that were validated and successfully imported as transactions into Receivables. These records have a status of P.

  • Unprocessed records include all records that were not successfully transferred to Receivables. Unprocessed records either have no status, or the status of E, for transaction lines that ended in error and were not transferred to Receivables.

How does AutoInvoice process recurring invoices?

During AutoInvoice processing, the program selects recurring invoice lines that have a transaction date on or before the system date. Recurring invoice lines with a transaction date later than the system date remain in the interface tables until the appropriate date arrives.

How can I authorize a credit card transaction with token?

You don't need to explicitly authorize a tokenized credit card transaction. If the tokenized credit card transaction was imported without authorization, then the authorization takes place in Payments after you generate the automatic receipts and create the remittance.

Present Bill

Balance Forward Billing: Explained

Use balance forward billing to consolidate the open transactions belonging to a customer account or customer site into a single bill that you send on a regular basis, instead of sending a separate invoice for each individual transaction.

Considerations for balance forward billing include:

  • Balance Forward Bill Details

  • Balance Forward Billing Cycles

  • Bill Consolidation at Account or Site Level

  • Balance Forward Bill Number

Balance Forward Bill Details

A balance forward bill contains:

  • Beginning balance or the balance carried over from the last billing period.

  • Itemized list of current charges and activities (such as invoices, credit memos, debit memos, adjustments) in either summary or detail format.

  • Payment received during the last billing period.

  • Current total outstanding balance.

Note: You can't update transactions that are included on a balance forward bill, regardless of the setting of the Allow Change to Printed Transactions Receivables system option. Receivables considers inclusion on a balance forward bill to be a transaction activity, and therefore you can't update a transaction once it has activity against it.

Balance Forward Billing Cycles

Assign balance forward billing cycles to generate balance forward bills on a weekly, monthly, bimonthly, quarterly, yearly, or even daily basis. You can either create these billing cycles in Receivables or maintain them in external feeder systems.

Bill Consolidation at Account or Site Level

You can generate bills consolidated at either the customer account or site level:

  • Account-level balance forward billing lets you generate one bill for each business unit of the customer account, addressed to the primary bill-to site of the account.

  • Site-level balance forward billing lets you generate a balance forward bill for each bill-to site of a customer account that has multiple bill-to sites.

    You can exclude a site from a balance forward bill by disabling balance forward billing on the customer profile of the site.

Balance Forward Bill Number

When you print a draft or final balance forward bill, the program generates a unique balance forward bill number and assigns this number to each transaction on the bill. You can use the balance forward bill number to:

  • Query transactions that are included in a balance forward bill.

  • Accept a final balance forward bill.

  • Optionally reprint a draft or final balance forward bill.

  • Apply payment against the transactions in a balance forward bill.

Imported Billing Numbers and AutoInvoice: Explained

An imported billing number groups invoices imported using AutoInvoice into a custom consolidated bill. You supply the value for the billing number and then create your own custom consolidated bill format for these invoices.

Unlike balance forward billing, the imported billing number lets you consolidate invoices that have different values for key attributes into one bill. These key attributes are payment terms, receipt methods, payment details, purchase order numbers, and invoicing rules.

Preparing AutoInvoice for Using the Imported Billing Number

To prepare AutoInvoice for using the imported billing number, ensure that you complete these activities:

  1. Create an Import profile class with these balance forward bill settings:

    • Balance forward billing is enabled.

    • Bill Level is Site.

    • Bill Type is Import.

    Assign this profile class to all applicable customers.

  2. Populate the CONS_BILLING_NUMBER column in the RA_INTERFACE_LINES table.

    When you run AutoInvoice, this groups all invoices under the same bill that have the same customer bill-to address.

Entering the Imported Billing Number

When you enter an imported billing number, AutoInvoice validates all of the invoices imported using this billing number under a single bill.

During validation AutoInvoice checks each invoice to ensure that:

  • Imported billing number is unique for the given business unit.

  • All invoices have the same customer bill-to address.

    If any single invoice from the group fails validation, then all of the invoices belonging to the bill are rejected.

Transactions for Balance Forward Billing: How They Are Selected

Use the Create Balance Forward Bill program to generate balance forward bills. The steps in this topic illustrate how the Create Balance Forward Bill program selects transactions for inclusion on a balance forward bill.

Settings That Affect the Inclusion of Transactions on Balance Forward Bills

You must select a billing cycle and a currency for a balance forward bill.

If the billing cycle of the balance forward bill is External (derived from imported transactions), then you must enter a billing date. The program includes on the bill only those transactions with a billing date on or before the date you enter.

If you change the billing cycle for a customer or group of customers, transactions entered after the change inherit the payment terms attached to the new billing cycle, but existing transactions retain the old payment terms. During the next submission of the Create Balance Forward Bill program, existing transactions with no activity against them inherit the new payment terms, billing date, and due date. Transactions with activity retain their existing payment terms, billing date, and due date.

If the balance forward bill contains transactions that retain the old payment terms, this may cause an aging discrepancy. This is because the transactions that don't inherit the new payment terms may have due dates different from the other transactions on the bill. If necessary, you can run the program for one set of payment terms only within the selected billing cycle.

How Transactions Are Selected

The Create Balance Forward Bill program selects transactions for inclusion on a balance forward bill using this sequence:

  1. Determine the payment terms:

    1. Use the balance forward billing payment terms selected, if applicable.

    2. If no payment terms were selected, use all balance forward billing payment terms that match the selected billing cycle.

  2. Determine the customers:

    1. Use the customer or customers selected, if applicable.

    2. If no customers were selected, select all applicable customers. This includes:

      • Customers that have balance forward billing enabled.

      • Customers that have the selected payment terms at the account or site level.

      • Customers with a scheduled billing date that is earlier than or equal to the submission date.

      The program checks payment terms belonging to the account profile for customers enabled for account-level balance forward billing, and belonging to the site profile (or account profile if no payment terms are specified at a site) for customers enabled for site-level balance forward billing.

      Note: The Create Balance Forward Bill program doesn't select transactions from customers who are related either by customer or account relationships.
  3. Select transactions of the specified customers:

    • Include all transactions that have the selected payment terms.

    • Include all transactions that were not included on a previous balance forward bill.

    • Exclude all transactions that have the Print Option set to Do Not Print.

    • Exclude all transactions with a bill type of Imported.

  4. Validate transactions:

    • Verify the balance forward payment terms on the transaction.

    • Verify that the transaction billing date is equal to or earlier than the balance forward bill billing date.

      If the transaction has a billing date that is earlier than that of the balance forward bill, the program includes the transaction if it has no activity.

  5. Determine the opening balance of the balance forward bill:

    • Use the ending balance of the previous billing period as the opening balance of the new bill.

    • If this is the first time balance forward billing runs, the opening balance is zero.

  6. Calculate the ending balance of the balance forward bill. The calculation accounts for the previous balance, new transactions, and any activity that occurred during the billing cycle.

Note: The Create Balance Forward Bill program generates a bill even if there is no activity in a billing cycle. Such a balance forward bill displays the previous balance, zero current activity, and ending balance.

Creating a Balance Forward Bill: Worked Example

This example demonstrates how to create, update, and deliver a balance forward bill.

This example shows how to create a balance forward bill and then print the bill with a monthly billing cycle in draft mode. After reviewing the draft bill, you remove incorrect transactions and update the customer settings to allow new transactions to be selected, if applicable for the billing cycle.

You create a balance forward bill in draft mode, and print and review the contents of the bill. After reviewing the bill:

  • If the bill is correct and contains all of the intended transactions, you can either confirm the bill or print the bill in final mode.

  • If the bill is missing transactions or contains unintended transactions, reject the bill and update the transactions of the applicable customers.

Creating a Draft Balance Forward Bill

  1. Run the Create Balance Forward Bill program.

  2. Complete the program parameters as shown in this table:

    Parameter Value

    Print Option

    Print draft balance forward bills

    Billing Cycle

    Monthly

    Print Output

    Yes

    Currency

    USD

  3. Review the draft balance forward bill.

  4. If the bill is correct, you can do either of the following:

    • Run the Create Balance Forward Bill program again using the Print Option Print final balance forward bills.

    • Run the Confirm Balance Forward Bill program using the Confirm Option Accept draft balance forward bills.

      You can print confirmed balance forward bills at a later time using the Print Balance Forward Bill program.

Updating a Balance Forward Bill

A draft balance forward bill may contain transactions that don't belong on the bill, or it may not contain transactions that you expect to see on the bill. Along with the parameters you select for a run of the Create Balance Forward Bill program, the settings of the profile assigned to each customer determine which transactions are selected for inclusion on the bill.

These customer profile settings affect the creation of balance forward bills:

  • Bill Level:

    • Account: One balance forward bill is created for all customer sites that have balance forward billing enabled belonging to this customer account.

    • Site: A separate balance forward bill is created for each customer site that has balance forward billing enabled belonging to the customer account.

  • Payment Terms: The payment terms assigned to the customer profile must be balance forward billing payment terms. The balance forward bill includes all transactions assigned these payment terms.

  • Override Terms: This options determines whether transactions belonging to the customer or customer site can use payment terms other than the one assigned to the profile.

  1. Review the draft balance forward bill, and review the parameter values that you entered to confirm that they are correct.

  2. If the bill is not correct, run the Confirm Balance Forward Bill program to reject the draft bill.

  3. Complete the program parameters as shown in this table:

    Parameter Value

    Confirm Option

    Reject draft balance forward bills

    Bill Number

    The number of the draft balance forward bill

  4. For each applicable customer account or customer site, confirm the profile settings for balance forward billing.

  5. If the Override Terms option on the customer profile is set to Yes, then you can remove transactions from the bill by assigning these transactions non-balance forward billing payment terms.

    These transactions are excluded from the next run of the balance forward bill. Instead an individual document is printed for each of these transactions.

  6. If you want to include additional transactions on the bill, you can update the customer accounts and sites that are enabled for balance forward billing.

    You must assign the same balance forward billing payments terms to these additional accounts and sites.

  7. After completing your updates, run the Create Balance Forward Bill program.

Storing Printed Transactions as Attachments: Explained

Store a copy of a printed or emailed transaction on the transaction itself as a permanent record of the original printed document.

Creating a Lookup

To use this feature, you must first enable the storing of printed transactions by creating an AR_STORE_PRINTED_TRANSACTIONS lookup code under the AR_FEATURES lookup type.

To create the lookup code:

  1. Navigate to the Setup and Maintenance work area.

  2. Search for the Manage Receivables Lookups setup task.

  3. In the Manage Receivables Lookups page, search for the AR_FEATURES lookup type.

    If the AR_FEATURES lookup type does not exist, create this lookup type using the Manage Standard Lookups setup task.

  4. In the Lookup Type: AR_FEATURES section, click the Plus (+) icon.

  5. In the Lookup Code field, enter AR_STORE_PRINTED_TRANSACTIONS.

  6. In the Meaning field, enter Store a printed copy of the transaction as an attachment.

  7. In the Start Date field, enter the date that this lookup code becomes active.

  8. Ensure that you check the Enabled box.

  9. Save your work.

Printing Transactions

When you run Print Receivables Transactions, the process prints or emails transactions to the designated customer accounts and sites. Then an Upload Printed Receivables Transactions post process stores a copy of the printed transaction as an attachment to the transaction.

If the Upload Printed Receivables Transactions post process fails to store copies of any delivered transactions, the next run of Print Receivables Transactions attempts to store the copies of transactions that did not process successfully in the previous run.

Note: You cannot run Upload Printed Receivables Transactions from Scheduled Processes. This is a post process of Print Receivables Transactions that only runs once you have properly enabled the storing of printed transactions as attachments.

Use the Review Transaction page to open and review the printed document from the Attachments field or Attachments window. The Printed Transaction Copy attachment category is associated with each transaction stored as an attachment.

Whenever you reprint a transaction, an additional reprinted transaction copy is stored as an attachment. Use the Attachments window to review the date of each printed attachment.

Print Receivables Transactions

Use the Print Receivables Transactions program to submit your invoices, credit memos, debit memos, chargebacks, and balance forward bills for printing. You can print all available transactions, a range of transactions, or new transactions only.

Business Intelligence (BI) Publisher provides a predefined print template for each Receivables transaction class: invoice, credit memo, debit memo, chargeback, and balance forward bills. By default the Print Receivables Transactions program uses these predefined templates to print transactions. You can create your own versions of these print templates using the available editing features in BI Publisher.

If enabled, a copy of the printed transaction is added to the transaction header as an attachment. Use the Review Transaction page to view this printed copy.

Note: You print bills receivable transactions with the Print Bills Receivable program.

Use this program to print transactions according to your business requirements.

Selected Parameters

Business Unit

Print transactions belonging to either a single business unit or all business units.

Transactions to Print
  • Printed: Prints only those transactions that have already been printed.

  • Unprinted: Prints only those transactions that have never been printed.

  • All: Prints both printed and unprinted transactions.

Order By

Identifies the order in which the selected transactions are printed:

  • Transaction Number

  • Customer

  • Postal Code

Batch Name

Print transactions belonging to the specified transaction batch.

Transaction Class

Print transactions belonging to the specified transaction class only: Invoice, Credit Memo, Debit Memo, Chargeback.

Transaction Type

Print transactions belonging to the specified transaction type only. If you entered a value in the Transaction Class parameter, then the list of available transaction types is limited to this transaction class.

Customer Class

Print transactions belonging to customers with this classification only, for example, Commercial or Government.

Installment Number

For transactions with split payment terms, you can specify the installment number. To print all installments, do not enter an installment number.

Print Date

Print transactions for the print date range you specify. The print date is the transaction date, unless you have specified print lead days on the payment terms, in which case the print date is the number of lead days before the transaction due date.

Open Invoices Only

Specify whether to only print transactions with open debit items. The default is Yes.

Output File Type

Specify the output to use for the print run:

  • HTML

  • PDF

  • Zipped PDFs: Includes an index file of the print run, to identify the first and last page of each printed transaction.

  • Excel

[Transaction Class] Template Name

Select the template to use to print transactions for each transaction class or the selected transaction class. The program uses the default template unless you specify a template that you created.

Itemized Tax by Line

Specify whether to print itemized tax information for each transaction line.

Selected Template Headings

This table describes important template headings for printed transactions.

Heading Description

Bill-to

The bill-to customer and address for this transaction.

Ship-to

The ship-to customer and address for this transaction.

Purchase Order

The purchase order number from your customer for this transaction.

Sales Order

The sales order number with which this transaction is associated.

Total

The total of all line amounts, tax, and shipping charges for this transaction.

Payments

The total of all payments made against the transaction.

Credits

The total of all credits applied to the transaction.

Financial Charges

The total of all late and penalty charges applied to the transaction.

Due Date

The date that payment is due.

Send payment to

The remit-to address, where your customers are to send payments against the transaction.

Extended Amount

The total amount for an individual line item. This total is the quantity shipped times the unit price.

Our Reference

The number of the transaction that a credit memo credits. This value applies to credit memos only.

Quantity Shipped

The number of units that were shipped and billed for on this transaction.

Salesperson

The primary salesperson for this transaction.

FAQs for Present Bill

How do I manage templates for printing transactions?

Use Business Intelligence (BI) Publisher to manage the predefined print templates for printing Receivables transactions and balance forward bills.

There are seven print templates, one for each transaction class and two for balance forward bills:

  • Invoice

  • Credit Memo

  • Debit Memo

  • Chargeback

  • Bills Receivable

  • Balance Forward Bill Summary

  • Balance Forward Bill Details

You can create your own versions of these print templates using the available editing features in BI Publisher. Recommendations for modifying a print template include:

  • Update the logo on the template to reflect your current organization logo.

  • Add or remove attributes to and from the template according to your requirements.

  • Set your template as the default template in BI Publisher.

There are two predefined data models:

  • Oracle Receivables - Header view and Line view

  • Oracle Receivables Balance Forward - Header view, Summary Billing Lines view and Detail Billing Lines view

The data models provide the source data that is displayed on printed transactions. You can't modify the data models.

How can I change a customer's billing cycle?

Change the payment terms assigned to the customer profile to another balance forward billing payment terms. Future transactions inherit the new payment terms.

How do I print transactions?

Schedule print runs of transactions and balance forward bills according to the needs of your enterprise. When you schedule a print run, this both marks each transaction, or each transaction in a balance forward bill, as printed and generates the printed document according to the template assigned to the transaction.

It is not recommended to print transactions and balance forward bills directly from BI Publisher, because BI Publisher does not mark transactions as printed. If a printed transaction is not marked as printed, then users can still make changes to the transaction.

You can use the View Print button on the Review Transaction or View Transaction pages to preview the printed version of the transaction. If you have not printed the transaction, the preview displays the transaction according to the default template in BI Publisher. If you have printed the transaction, the preview displays the transaction using the last template that you used to print the transaction.

If enabled, a copy of the printed or emailed transaction is added to the transaction header as an attachment. Use the Review Transaction page to view this printed copy.

Process Billing Adjustments

Adjusting Transactions: How It Works

Create adjustments to increase or decrease the balance due on an invoice, debit memo, or chargeback. For example, after receipt application an invoice has an open balance of two dollars. You can create an adjustment for the remaining amount and close the debit item.

Settings That Affect Adjustments

These settings affect the creation and update of adjustments:

  • Adjustment types: The adjustment type determines what part of the invoice is adjusted.

  • Receivables activity: The Receivables activity determines the transaction distribution account to use for the expense or revenue generated by the adjustment.

  • Natural Application and Overapplication rules: The settings for these rules on the transaction type determine whether an adjustment must make the balance due zero, or whether an overapplication is allowed. If the transaction type doesn't allow overapplication, you can't enter an amount that would reverse the sign of the balance of the debit item.

  • Approval limits: If the adjustment amount is within your approval limits for the currency of the item, the adjustment is approved and the customer balance updated. If the adjustment amount is outside your approval limits for the currency of the item, the adjustment is set to the status Pending Approval until someone with the appropriate approval limits either approves or rejects the adjustment.

  • Invoices with Unconfirmed Receipts profile option: You can adjust invoices selected for automatic receipt application if this profile option is set to Adjust or Adjust and Credit.

  • Override Adjustment Activity Account Allowed profile option: If this profile option is set to Yes, you can update the default transaction distribution account determined by the Receivables activity.

  • Adjustment Reason Required profile option: If this profile option is set to Yes, you must enter a reason for the adjustment.

How Adjustments are Calculated

The calculation for each adjustment type is as follows:

  • Invoice: Apply the adjusted amount to the entire invoice, or to the installment you are updating if the transaction has multiple installments.

    You must enter an amount large enough to close the item you are adjusting. If the Allow Overapplication option on the transaction type is set to Yes, you can enter an amount greater than the balance due.

  • Line: Apply the adjusted amount to the invoice lines. The adjusted amount is prorated across all lines. If the adjustment includes tax, the amount is prorated across lines and tax.

  • Charges: Apply the adjusted amount to the charges amount on the invoice. If the adjustment includes tax, the amount is prorated across charges and tax.

  • Tax: Apply the adjusted amount to the tax amount.

  • Freight: Apply the adjusted amount to the freight amount.

Automatic Adjustments: Explained

Use the Create Automatic Billing Adjustments program to automatically adjust the remaining balances of all open invoices, debit memos, credit memos, and chargebacks.

When you run Create Automatic Billing Adjustments, the program:

  • Creates pending and approved adjustments based on your adjustment approval limits.

  • Closes the appropriate items.

You can run the program in preview mode to review the proposed adjustments before updating your open items.

Use the Create Automatic Billing Adjustments program parameters to manage the adjustment of specific sets of transactions, for example, by remaining amount, due date, transaction type, customer name, or customer account number.

If you enter a remaining amount or percentage range that exceeds your adjustment approval limits, the program creates these adjustments with a status of Pending Approval. You can refer these adjustments for approval by an approver with the appropriate limits.

If the remaining amount or percentage range is within your adjustment approval limits, the program automatically approves these adjustments.

Approving Adjustments: Explained

Adjustments that are pending approval require review and further action by a user with the necessary approval limits.

You can perform these actions on pending adjustments:

  • Approve an adjustment

  • Reject an adjustment

  • Reverse an adjustment

  • Request more information about an adjustment

  • Edit an adjustment

  • Withdraw an adjustment

Use the Approve Adjustments page or the Adjustments section of the Billing work area to review and update pending adjustments.

If an adjustment is in the Waiting Approval status, you can approve, reject, or request information. If you approve or reject the adjustment, this updates the customer account balances accordingly. You can only post adjustments that have the status Approved or Rejected.

Note: You can't approve a pending adjustment in either of these cases:
  • Transaction associated with the adjustment is selected for automatic receipt creation and the Invoices with Unconfirmed Receipts profile option is set to Credit or None.

  • Adjustment was already posted to the general ledger.

If you need to reverse an approved adjustment, for example, an adjustment approved in error, create a new adjustment with the same information and amount with the opposite sign to the previous adjustment amount.

You cannot perform any further action on an adjustment with the status Rejected. If necessary, create a new adjustment to replace the rejected adjustment.

There are two actions that set an adjustment to the status More Research:

  • Use the Request Information action to request information about an adjustment before deciding whether to approve or reject.

  • Use the Withdraw action to withdraw an adjustment in the status Waiting Approval that you previously submitted for approval.

You can edit all of the information in an adjustment record that is in the status More Research. This is the only status that allows edits to all fields.

Revenue Reversal Rules: Explained

If you are crediting a transaction that uses invoicing and revenue scheduling rules, you must select a revenue reversal rule.

The revenue reversal rule determines how to manage the reversal of revenue that was recognized when the credited transaction was created.

There are three revenue reversal rules:

  • LIFO (Last In First Out): This rule reverses revenue starting with the most recent accounting period, and then reverses revenue in all prior periods until the credit memo is finished.

  • Prorate: This rule reverses revenue by crediting an equal percentage to all account assignments for the transaction.

  • Unit: This rule reverses revenue on the number of units that you specify on a transaction line.

    If you select Unit, you must enter a last period to credit, a quantity to credit, and an adjusted unit price on each applicable line. You cannot enter a credit quantity that is greater than the quantity on the target transaction line.

Split Term Methods: Explained

If you are crediting a transaction that has multiple installments, you must select a split term method.

The split term method determines how to credit a transaction with multiple installments and specifies how the installments are credited.

There are three split term methods:

  • FIFO (First in First Out): This method reduces the remaining balance starting from the first installment.

  • LIFO (Last In First Out): This method reduces the remaining balance starting from the last, or most recent, installment.

  • Prorate: This method credits the installments and prorates them based on the amount remaining for each installment.

    This method uses the formula: Total Credit Amount * (Remaining Line Balance/Total Remaining Balance).

Updating Sales Credits: Explained

Review and update the default sales credits assigned to each credit memo line.

You can review and update the default salespersons and the default sales credits assigned to each salesperson. If AutoAccounting depends on salesperson, you may need to rederive AutoAccounting during your updates.

Reviewing and Updating Default Sales Credits

If you are reviewing a credit memo against a specific invoice, Receivables derives the default sales credits from the sales credit lines of the original invoice. If you are reviewing an on-account credit memo, all sales credits are assigned to the primary salesperson.

You can perform these updates to default sales credits:

  • Update the revenue or non-revenue allocations to existing salespersons by percentage or amount.

  • Split the sales credit with one or more new salespersons. First update the sales credit percentage or amount for the primary salesperson, then add a row for each new salesperson and enter the salesperson name and percentage allocation.

  • Change the primary salesperson.

Caution: If the revenue of the credit memo was previously adjusted using the Manage Revenue Adjustments pages, don't adjust sales credits on the Credit Lines page. You must use the Manage Revenue Adjustments pages to make any sales credit adjustments.

Rederiving AutoAccounting for Salespersons

If AutoAccounting depends on salesperson and you change the primary salesperson, Receivables asks if you want to rerun AutoAccounting for this credit memo line.

If you click Yes:

  • Receivables reruns AutoAccounting and updates the revenue accounts for this credit memo line.

  • If you have already posted the credit memo account assignments, the original accounting entries and sales credit record are not updated. Instead Receivables creates new accounting entries and sales credit records to offset the original sales credit entries and to note the new ones.

  • If AutoAccounting is defined for tax, unbilled, unearned, and AutoInvoice clearing accounts to use sales credits, Receivables updates the classes associated with this credit memo line that are currently based on salesperson.

If you click No, Receivables does not run AutoAccounting, but does save your updates to sales credit information.

Managing Dispute and Collections Information on Receivables Transactions: Explained

Review and update information related to transactions under dispute, and review Collections installment and case folder notes on transactions.

Managing Disputes

Use the Manage Disputes page to enter a customer dispute for all or part of the transaction amount. After you enter the details of the dispute, use the fields in the Dispute Summary section to record customer comments and your own internal comments.

To enter and manage a dispute:

  1. In the Billing work area, open the Manage Transactions page.

  2. Search for and select the transaction you want.

  3. In the Review Transaction page, select Dispute Transaction from the Actions menu.

  4. In the Manage Disputes page, select the section of the transaction to dispute and enter the dispute reason.

  5. In the Dispute Detail section, enter the values that the customer wants to dispute in the Quantity and Amount fields.

  6. In the Dispute Summary section, enter in the Customer Comments field any information from the customer related to the dispute.

  7. In the Internal Comments field, enter any information from your internal reviews related to the customer or to the dispute.

  8. Click the Submit button to submit the dispute to the credit memo approval process.

    The customer and internal comments are included for review in each node of the approval process. Approvers may add to these comments during the dispute review.

Reviewing Receivables and Collections Notes and Comments

When you submit a dispute, the dispute process creates a note that contains the Credit Memo Request Number (Dispute Number), Dispute Amount, Credit Memo Reason, and your Internal Comments, and attaches this note to the transaction under dispute.

After credit memo approval, the customer comments related to the dispute are available for review in the credit memo created by the dispute.

In addition, during the collections process the Collections agent may enter notes related to transactions under dispute or to collections activity on specific transaction installments.

To review Collections notes on transactions:

  1. In the Billing work area, open the Manage Transactions page.

  2. Search for and select the transaction you want.

  3. In the Review Transaction page, select Review Installments from the Actions menu.

  4. In the Review Installments window, click the Notes icon on the installment you want.

  5. In the Installment tabbed region of the Notes window, review any installment notes in the Note Text column.

  6. Click the Case Folder tab.

  7. In the Case Folder tabbed region of the Notes window, review any case folder notes in the Note Text column.

To review comments related to transactions under dispute:

  1. In the Billing work area, open the Manage Transactions page.

  2. Search for and select the original invoice transaction under dispute.

  3. In the General Information section of the Review Transaction: Invoice page, click the Notes icon.

  4. In the Notes window, click the Transaction tab and review the dispute comments for the original invoice in the Note Text column.

  5. Close the original invoice transaction.

  6. In the Manage Transactions page, search for and select the credit memo created by the dispute for the original transaction.

  7. In the Review Transaction: Credit Memo page, click the Show More link.

  8. Click the Miscellaneous tab.

  9. Review the customer comments in the Comments field.

Credit Memo Distributions: How They Are Calculated

When you credit a transaction and create a credit memo, this assigns a revenue and tax account to each credit memo line and generates the default distribution amount for each account assignment. Use the Distributions window to review and update the account assignments for credit memo and tax lines.

If the transaction you are crediting has associated freight charges, you can also update credit memo freight distributions, unless the credit memo transaction type has Allow Freight set to No or you have specified a standard memo line of type Tax.

You can directly update account assignments that haven't posted. If you update an account assignment that has already posted, Receivables doesn't change the original assignment but creates instead two new account assignments. The first assignment offsets the original posted account assignment and the second assignment records the new amount or account that you have updated.

Settings and Documents That Affect Credit Memo Distributions

These settings and documents affect the calculation and display of credit memo distributions:

  • AutoAccounting: Account assignments differ depending on whether AutoAccounting depends on salesperson to determine the segment values.

  • Invoice Accounting Used for Credit Memos profile option: If this profile option is set to Yes, credit memo accounting is derived from the accounting of the invoice being credited.

  • Standard credit memo or on-account credit memo: On-account credit memos depend on AutoAccounting to derive account assignments. Standard credit memos depend on AutoAccounting and the setting of the Invoice Accounting Used for Credit Memos profile option.

  • Credit memo revenue reversal rule: This rule affects account assignments on standard credit memos with revenue scheduling rules.

How Credit Memo Distributions Are Calculated

AutoAccounting assigns a revenue and tax account to each credit memo line. The calculation of the default distribution amount allocated to each account assignment varies depending upon the related documents and settings.

If this is an on-account credit memo, the default amount is the credit memo line amount, where AutoAccounting for the revenue account doesn't depend on salesperson. If AutoAccounting does depend on salesperson, Receivables creates multiple account assignment lines, with one line for each salesperson equal to the amount of the salesperson line.

If this is a standard credit memo against a transaction, then the default amount depends on the setting of the Invoice Accounting Used for Credit Memos profile option:

  • If the Invoice Accounting Used for Credit Memos profile option is set to No, the default amount is calculated using AutoAccounting in the same manner as on-account credit memos.

  • If the Invoice Accounting Used for Credit Memos profile option is set to Yes, and the transaction doesn't use a revenue scheduling rule, the default amount is an amount from the corresponding invoice distribution line using the formula: Amount = (Credit Memo Line Amount/Invoice Line Amount) * Invoice Account Assignment Amount.

  • If the Invoice Accounting Used for Credit Memos profile option is set to Yes, and the transaction uses a revenue scheduling rule, the default amount is calculated according to the setting of the credit memo revenue reversal rule.

    Note: You must run Revenue Recognition before you can review and update distributions on credited transactions with revenue scheduling rules.

Accounting for Credit Memos Against Invoices with the In Advance Invoicing Rule: Examples

These examples illustrate the accounting for full and partial credit memos against an invoice that uses the In Advance invoicing rule.

On 1/1/XX invoice 102 is created with these details:

  • Invoice Number = 102

  • Invoice Date = 1/1/XX

  • Invoice Amount = $100

  • Duration = 5 months

  • Invoicing Rule = In Advance

  • Revenue Scheduling Rule = Fixed Amount, with these details:

    • Period 1 = $20

    • Period 2 = $20

    • Period 3 = $10

    • Period 4 = $30

    • Period 5 = $20

This table shows the accounting entries for invoice 102 over the five accounting periods:

Account Debit Credit Accounting Date Period Status

Accounts Receivable

100.00

None

1/1/XX

Open

Unearned Revenue

20.00

None

1/1/XX

Open

Unearned Revenue

None

100.00

1/1/XX

Open

Revenue

None

20.00

1/1/XX

Open

Unearned Revenue

20.00

None

2/1/XX

Not Open

Revenue

None

20.00

2/1/XX

Not Open

Unearned Revenue

10.00

None

3/1/XX

Not Open

Revenue

None

10.00

3/1/XX

Not Open

Unearned Revenue

30.00

None

4/1/XX

Not Open

Revenue

None

30.00

4/1/XX

Not Open

Unearned Revenue

20.00

None

5/1/XX

Not Open

Revenue

None

20.00

5/1/XX

Not Open

The examples describe four separate scenarios:

  • Scenario 1: A full credit memo entered against the invoice.

  • Scenario 2: A partial credit memo entered against the invoice, with the revenue reversal rule set to Prorate.

  • Scenario 3: A partial credit memo entered against the invoice, with the revenue reversal rule set to LIFO.

  • Scenario 4: A partial credit memo entered against the invoice on 6/1/XX, with the revenue reversal rule set to UNIT.

Full Credit Memo

A full credit memo is entered on 2/15/XX against invoice 102 with these details:

  • Credit memo date = 2/15/XX

  • Credit memo amount = $100

This table shows the reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

Unearned Revenue

100.00

None

2/15/XX

Open

Revenue

20.00

None

2/15/XX

Open

Revenue

20.00

None

2/15/XX

Open

Accounts Receivable

None

100.00

2/15/XX

Open

Unearned Revenue

None

20.00

2/15/XX

Open

Unearned Revenue

None

20.00

2/15/XX

Open

Revenue

10.00

None

3/1/XX

Not Open

Unearned Revenue

None

10.00

3/1/XX

Not Open

Revenue

30.00

None

4/1/XX

Not Open

Unearned Revenue

None

30.00

4/1/XX

Not Open

Revenue

20.00

None

5/1/XX

Not Open

Unearned Revenue

None

20.00

5/1/XX

Not Open

Partial Credit Memo with Revenue Reversal Rule Prorate

A partial credit memo for $65 is entered on 2/15/XX against invoice 102. The details are:

  • Revenue reversal rule = Prorate

  • Credit memo date = 2/15/XX

  • Credit memo amount = $65

This table shows the partial reverse accounting entries after the credit memo is applied, with the computations used to derive the partial amounts:

Account Debit Credit Accounting Date Period Status

Unearned Revenue (65/100) * ($100)

65.00

None

2/15/XX

Open

Revenue (65/100) * ($20)

13.00

None

2/15/XX

Open

Revenue (65/100) * ($20)

13.00

None

2/15/XX

Open

Accounts Receivable

None

65.00

2/15/XX

Open

Unearned Revenue

None

13.00

2/15/XX

Open

Unearned Revenue

None

13.00

2/15/XX

Open

Revenue (65/100) * ($10)

6.50

None

3/1/XX

Open

Unearned Revenue

None

6.50

3/1/XX

Open

Revenue (65/100) * ($30)

19.50

None

4/1/XX

Not Open

Unearned Revenue

None

19.40

4/1/XX

Not Open

Revenue (65/100) * ($20)

13.00

None

5/1/XX

Not Open

Unearned Revenue

None

13.00

5/1/XX

Not Open

Partial Credit Memo with Revenue Reversal Rule LIFO

A partial credit memo for $65 is entered on 2/15/XX against invoice 102. The details are:

  • Revenue reversal rule = LIFO

  • Credit memo amount is fully applied by Period 2

  • Credit memo date = 2/15/XX

  • Credit memo amount = $65

This table shows the partial and full reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

Revenue

5.00

None

2/15/XX

Open

Unearned Revenue

65.00

None

2/15/XX

Open

Unearned Revenue

None

5.00

2/15/XX

Open

Accounts Receivable

None

65.00

2/15/XX

Open

Revenue

10.00

None

2/15/XX

Open

Unearned Revenue

None

10.00

2/15/XX

Open

Revenue

30.00

None

3/1/XX

Not Open

Unearned Revenue

None

30.00

3/1/XX

Not Open

Revenue

20.00

None

4/1/XX

Not Open

Unearned Revenue

None

20.00

4/1/XX

Not Open

Partial Credit Memo with Revenue Reversal Rule UNIT

A partial credit memo for $65 is entered on 6/1/XX for 8 units against invoice 102, assuming that this invoice consists of 10 units with a value of $10 each for a total of $100. The details are:

  • Revenue reversal rule = UNIT

  • Credit memo date = 6/1/XX

  • Credit memo amount = $65

Receivables derives the Amount to Credit in each period by multiplying the Net Unit Price for each period by the number of units to credit (8 in this example). Receivables derives the Net Unit Price by the following formula:

Net Unit Price = (Invoice Amount in this period - any previous credit memos in this period) / Original invoice quantity

This table shows the Net Unit Price for each period:

Period Calculation Net Unit Price

Period 5

($20-$0)/10 units

$2

Period 4

($30-$0)/10 units

$3

Period 3

($10-$0)/10 units

$1

Period 2

($20-$0)/10 units

$2

Period 1

($20-$0)/10 units

$2

This table shows the Amount to Credit (Net Unit Price * Units to Credit) in each period as a result of the calculations of the net unit price in the previous table:

Period Amount to Credit Amount Credited (actual)

Period 5

$2 * 8 units

$16

Period 4

$3 * 8 units

$24

Period 3

$1 * 8 units

$8

Period 2

$2 * 8 units

$16

Period 1

$2 * 8 units

$1 (balance of credit memo)

This table shows the partial reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

Unearned Revenue

65.00

None

1/1/XX

Open

Revenue

1.00

None

1/1/XX

Open

Accounts Receivable

None

65.00

1/1/XX

Open

Unearned Revenue

None

1.00

1/1/XX

Open

Revenue

16.00

None

2/1/XX

Open

Unearned Revenue

None

16.00

2/1/XX

Open

Revenue

8.00

None

3/1/XX

Open

Unearned Revenue

None

8.00

3/1/XX

Open

Revenue

24.00

None

4/1/XX

Open

Unearned Revenue

None

24.00

4/1/XX

Open

Revenue

16.00

None

5/1/XX

Open

Unearned Revenue

None

16.00

5/1/XX

Open

Accounting for Credit Memos Against Invoices with the In Arrears Invoicing Rule: Examples

These examples illustrate the accounting for full and partial credit memos against an invoice that uses the In Arrears invoicing rule.

On 1/1/XX invoice 103 is created with these details:

  • Invoice Number = 103

  • Invoice Date = 1/1/XX

  • Invoice Amount = $100

  • Duration = 5 months

  • Invoicing Rule = In Arrears

  • Revenue Scheduling Rule = Fixed Amount, with these details:

    • Period 1 = $20

    • Period 2 = $20

    • Period 3 = $10

    • Period 4 = $30

    • Period 5 = $20

This table shows the accounting entries for invoice 103 over the five accounting periods:

Account Debit Credit Accounting Date Period Status

Unbilled Receivable

20.00

None

1/1/XX

Open

Revenue

None

20.00

1/1/XX

Open

Unbilled Receivable

20.00

None

2/1/XX

Not Open

Revenue

None

20.00

2/1/XX

Not Open

Unbilled Receivable

10.00

None

3/1/XX

Not Open

Revenue

None

10.00

3/1/XX

Not Open

Unbilled Receivable

30.00

None

4/1/XX

Not Open

Revenue

None

30.00

4/1/XX

Not Open

Accounts Receivable

100.00

None

5/1/XX

Not Open

Unbilled Receivable

20.00

None

5/1/XX

Not Open

Unbilled Receivable

None

100.00

5/1/XX

Not Open

Revenue

None

20.00

5/1/XX

Not Open

The examples describe four separate scenarios:

  • Scenario 1: A full credit memo entered against the invoice.

  • Scenario 2: A partial credit memo entered against the invoice on 6/1/XX, with the revenue reversal rule set to Prorate.

  • Scenario 3: A partial credit memo entered against the invoice on 6/1/XX, with the revenue reversal rule set to LIFO.

  • Scenario 4: A partial credit memo entered against the invoice on 6/1/XX, with the revenue reversal rule set to UNIT.

Full Credit Memo

A full credit memo is entered on 6/1/XX against invoice 103 with these details:

  • Credit memo date = 6/1/XX

  • Credit memo amount = $100

This table shows the reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

No Entries

None

None

1/1/XX

Closed

No Entries

None

None

2/1/XX

Closed

No Entries

None

None

3/1/XX

Closed

Revenue (reverse Period 1 entry)

20.00

None

4/1/XX

Open

Revenue (reverse Period 2 entry)

20.00

None

4/1/XX

Open

Revenue (reverse Period 3 entry)

10.00

None

4/1/XX

Open

Revenue (reverse Period 4 entry)

30.00

None

4/1/XX

Open

Unbilled Receivable

None

20.00

4/1/XX

Open

Unbilled Receivable

None

20.00

4/1/XX

Open

Unbilled Receivable

None

10.00

4/1/XX

Open

Unbilled Receivable

None

30.00

4/1/XX

Open

Revenue (reverse Period 5 entry)

20.00

None

5/1/XX

Open

Unbilled Receivable

None

20.00

5/1/XX

Open

Unbilled Receivable (reverse original receivable)

100.00

None

6/1/XX

Open

Accounts Receivable

None

100.00

6/1/XX

Open

Partial Credit Memo with Revenue Reversal Rule Prorate

A partial credit memo for $65 is entered on 6/1/XX against invoice 103. The details are:

  • Revenue reversal rule = Prorate

  • Credit memo date = 6/1/XX

  • Credit memo amount = $65

This table shows the partial reverse accounting entries after the credit memo is applied, with the computations used to derive the partial amounts:

Account Debit Credit Accounting Date Period Status

No Entries

None

None

1/1/XX

Closed

No Entries

None

None

2/1/XX

Closed

No Entries

None

None

3/1/XX

Closed

Revenue (65/100) * ($20)

13.00

None

4/1/XX

Open

Revenue (65/100) * ($20)

13.00

None

4/1/XX

Open

Revenue (65/100) * ($10)

6.50

None

4/1/XX

Open

Revenue (65/100) * ($30)

19.50

None

4/1/XX

Open

Unbilled Receivable

None

13.00

4/1/XX

Open

Unbilled Receivable

None

13.00

4/1/XX

Open

Unbilled Receivable

None

6.50

4/1/XX

Open

Unbilled Receivable

None

19.50

4/1/XX

Open

Revenue (65/100) * ($20)

13.00

None

5/1/XX

Open

Unbilled Receivable

None

13.00

5/1/XX

Open

Unbilled Receivable

65.00

None

6/1/XX

Open

Accounts Receivable

None

65.00

6/1/XX

Open

Partial Credit Memo with Revenue Reversal Rule LIFO

A partial credit memo for $65 is entered on 6/1/XX against invoice 103. The details are:

  • Revenue reversal rule = LIFO

  • Credit memo date = 6/1/XX

  • Credit memo amount = $65

This table shows the partial and full reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

No Entries

None

None

1/1/XX

Closed

No Entries

None

None

2/1/XX

Closed

No Entries

None

None

3/1/XX

Closed

Revenue

5.00

None

4/1/XX

Open

Revenue

10.00

None

4/1/XX

Open

Revenue

30.00

None

4/1/XX

Open

Unbilled Receivable

None

5.00

4/1/XX

Open

Unbilled Receivable

None

10.00

4/1/XX

Open

Unbilled Receivable

None

30.00

4/1/XX

Open

Revenue

20.00

None

5/1/XX

Open

Unbilled Receivable

None

20.00

5/1/XX

Open

Unbilled Receivable

30.00

None

6/1/XX

Open

Accounts Receivable

None

30.00

6/1/XX

Open

Partial Credit Memo with Revenue Reversal Rule UNIT

A partial credit memo for $40 is entered on 6/1/XX for 8 units against invoice 103, assuming that this invoice consists of 10 units with a value of $10 each for a total of $100. The details are:

  • Revenue reversal rule = UNIT

  • Last Period to Credit = last period of the invoice

  • Credit memo date = 6/1/XX

  • Credit memo amount = $40

Receivables derives the Amount to Credit in each period by multiplying the Net Unit Price for each period by the number of units to credit (8 in this example). Receivables derives the Net Unit Price by the following formula:

Net Unit Price = (Invoice Amount in this period - any previous credit memos in this period) / Original invoice quantity

This table shows the Net Unit Price for each period:

Period Calculation Net Unit Price

Period 5

($20-$0)/10 units

$2

Period 4

($30-$0)/10 units

$3

Period 3

($10-$0)/10 units

$1

Period 2

($20-$0)/10 units

$2

Period 1

($20-$0)/10 units

$2

This table shows the Amount to Credit (Net Unit Price * Units to Credit) in each period as a result of the calculations of the net unit price in the previous table:

Period Amount to Credit Amount Credited (actual)

Period 5

$2 * 8 units

$16

Period 4

$3 * 8 units

$24

This table shows the partial reverse accounting entries after the credit memo is applied:

Account Debit Credit Accounting Date Period Status

No Entries

None

None

1/1/XX

Closed

No Entries

None

None

2/1/XX

Closed

No Entries

None

None

3/1/XX

Closed

Revenue

24.00

None

4/1/XX

Open

Unbilled Receivable

None

24.00

4/1/XX

Open

Revenue

16.00

None

5/1/XX

Open

Unbilled Receivable

None

16.00

5/1/XX

Open

Unbilled Receivable

40.00

None

6/1/XX

Open

Accounts Receivable

None

40.00

6/1/XX

Open

Accounting for Credit Memos with Installments: Examples

These examples illustrate the accounting for a partial credit memo against an invoice with installments.

On 1/1/XX invoice 104 is created with these details:

  • Invoice Number = 104

  • Invoice Date = 1/1/XX

  • Invoice Amount = $100

  • Payment Terms = 3 Installments, as illustrated in this table:

    Due Date Amount

    2/1/XX

    $50

    3/1/XX

    $25

    4/1/XX

    $25

This table shows the payment schedules for these installments:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited

2/1/XX

$50

$50

$0

3/1/XX

$25

$25

$0

4/1/XX

$25

$25

$0

The examples describe three separate scenarios:

  • Scenario 1:

    • A partial credit memo entered against the invoice with the split term method set to Prorate.

    • A partial payment entered against the invoice.

    • Another partial credit memo entered against the invoice.

  • Scenario 2:

    • A partial credit memo entered against the invoice with the split term method set to LIFO.

    • A partial payment entered against the invoice.

    • Another partial credit memo entered against the invoice.

  • Scenario 3:

    • A partial credit memo entered against the invoice with the split term method set to FIFO.

    • A partial payment entered against the invoice.

    • Another partial credit memo entered against the invoice.

Partial Credit Memo with Split Term Method of Prorate

There are three transactions against invoice 104:

  • A partial credit memo for $45 with the split term method set to Prorate.

  • A partial payment of $20.

  • Another partial credit memo for $20.

Transaction 1: On 1/1/XX a credit memo for $45 is entered against invoice 104. The details are:

  • Split term method = Prorate

  • Credit memo date = 1/1/XX

  • Credit memo amount = $45

To calculate the amount credited per payment schedule, Receivables uses the following formula:

Amount Credited = (Credit Memo Amount/Total Remaining Amount Due) * Amount Due Remaining on this installment

This table shows the calculations for the amount credited for each installment:

Due Date Calculation Amount Credited

2/1/XX

$45/100 * $50

$22.50

3/1/XX

$45/100 * $25

$11.25

4/1/XX

$45/100 * $25

$11.25

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited

2/1/XX

$50

$27.50

$22.50

3/1/XX

$25

$13.75

$11.25

4/1/XX

$25

$13.75

$11.25

Transaction 2: On 1/15/XX a payment is received for $20. This payment affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$7.50

$22.50

$20

3/1/XX

$25

$13.75

$11.25

$0

4/1/XX

$25

$13.75

$11.25

$0

Transaction 3: On 1/16/XX another credit memo for $20 is entered against invoice 104. The details are:

  • Credit memo date = 1/16/XX

  • Credit memo amount = $20

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$3.22

$26.78

$20

3/1/XX

$25

$5.89

$19.11

$0

4/1/XX

$25

$5.89

$19.11

$0

Note: The amounts in the Total Amount Credited column are derived from this formula:

Total Amount Credited per installment from Transaction 2 + (Credit Memo Amount/Total Remaining Amount Due from Transaction 2 * Remaining Amount Due per installment from Transaction 2)

The results are rounded to two decimal places.

Partial Credit Memo with Split Term Method of LIFO

There are three transactions against invoice 104:

  • A partial credit memo for $45 with the split term method set to LIFO.

  • A partial payment of $20.

  • Another partial credit memo for $20.

Transaction 1: On 1/1/XX a credit memo for $45 is entered against invoice 104. The details are:

  • Split term method = LIFO

  • Credit memo date = 1/1/XX

  • Credit memo amount = $45

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited

2/1/XX

$50

$50

$0

3/1/XX

$25

$5

$20

4/1/XX

$25

$0

$25

Transaction 2: On 1/15/XX a payment is received for $20. This payment affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$30

$0

$20

3/1/XX

$25

$5

$20

$0

4/1/XX

$25

$0

$25

$0

Transaction 3: On 1/16/XX another credit memo for $20 is entered against invoice 104. The details are:

  • Credit memo date = 1/16/XX

  • Credit memo amount = $20

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$15

$15

$20

3/1/XX

$25

$0

$25

$0

4/1/XX

$25

$0

$25

$0

Partial Credit Memo with Split Term Method of FIFO

There are three transactions against invoice 104:

  • A partial credit memo for $45 with the split term method set to FIFO.

  • A partial payment of $20.

  • Another partial credit memo for $20.

Transaction 1: On 1/1/XX a credit memo is entered against invoice 104. The details are:

  • Split term method = FIFO

  • Credit memo date = 1/1/XX

  • Credit memo amount = $45

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited

2/1/XX

$50

$5

$45

3/1/XX

$25

$25

$0

4/1/XX

$25

$25

$0

Transaction 2: On 1/15/XX a payment is received for $20. This payment affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$0

$45

$5

3/1/XX

$25

$10

$0

$15

4/1/XX

$25

$25

$0

$0

Total

$100

$35

$45

$20

Note: When the payment applied on 1/15/XX fully covered the amount due for the first pay period, the remainder of the payment is applied to the amount due for the following period.

Transaction 3: On 1/16/XX another credit memo for $20 is entered against invoice 104. The details are:

  • Credit memo date = 1/16/XX

  • Credit memo amount = $20

This credit memo affects the payment schedules of invoice 104, as shown in this table:

Due Date Original Amount Due Remaining Amount Due Total Amount Credited Payment Applied

2/1/XX

$50

$0

$45

$5

3/1/XX

$25

$0

$10

$15

4/1/XX

$25

$15

$10

$0

Reports for Process Billing Adjustments

Adjustment Register: Explained

This topic contains summary information about the Adjustment Register.

Overview

The Adjustment Register provides information about approved adjustments that affect transaction balances.

This image shows output from the Adjustment Register.
Key Insights

Review both manual and automatic adjustments by customer, adjustment status, adjustment type, or adjustment reason.

Frequently Asked Questions

The following table lists frequently asked questions about the Adjustment Register.

FAQ Answer

How do I find this report?

Reports and Analytics pane - Shared Folders - Financials - Receivables - Period Close

Who uses this report?

  • Financial Specialist to review activity for the period.

  • Financial Manager during period close processing.

When do I use this report?

When you need a listing of adjustments against customer transactions or to assist the receivables reconciliation process.

What can I do with this report?

Schedule to run as needed.

What type of report is this?

Oracle Transactional Business Intelligence

Related Subject Areas

This report uses the Receivables - Adjustments Real Time subject area.

Adjustment Register

Use the Adjustment Register to review both manual and automatic approved adjustments that affect transaction balances for the selected period.

This is a standalone report that you can use instead of the drill-down report associated with the Receivables to General Ledger Reconciliation Report. You can optionally use this report to review unapproved and rejected adjustments, or adjustments that require additional research.

Use the available report parameters to display adjustments by customer, adjustment status, adjustment type, or adjustment reason.

Report Output

The report output displays adjustment information by business unit and adjustment type for a specified period. Totals are displayed in the ledger currency.

This table shows the main column headings in the output of the Adjustment Register.

Column Heading Description

Customer Name and Account Number

The name and account number of the customer, displayed for each applicable adjustment type.

Transaction Number

The transaction number of the adjusted transaction.

Transaction Type

The transaction type of the adjusted transaction.

Adjustment Number

The adjustment number assigned to the transaction.

Adjustment Accounting Date

The accounting date of the adjustment.

Adjustment Entered Amount

The amount of the adjustment.

Entered Currency

The entered currency of the adjustment.

Adjustment Accounted Amount

The accounted amount of the adjustment in the ledger currency.

Adjustment Reason

The reason for the adjustment.

AutoAdjustment Preview Report: Explained

This topic contains summary information about the AutoAdjustment Preview Report.

Overview

The AutoAdjustment Preview Report provides information about potential automatic transaction adjustments, generated after a run of the Create Automatic Billing Adjustments program.

This image shows output from the AutoAdjustment
Preview Report.
Key Insights

The report includes information about the customer, transaction, adjustment amount, and adjustment status, and displays the total amount and count for both approved and pending adjustments.

Frequently Asked Questions

The following table lists frequently asked questions about the AutoAdjustment Preview Report.

How do I find this report?

Scheduled Processes - Create Automatic Billing Adjustments

Who uses this report?

Financial Manager during period close processing.

When do I use this report?

To preview potential transaction adjustments when writing off transaction balances using the Create Automatic Billing Adjustments program.

What can I do with this report?

Set the AutoAdjustments Option parameter of the Create Automatic Billing Adjustments program to Generate Report Only.

What type of report is this?

Oracle Business Intelligence Publisher

AutoAdjustment Preview Report

Use the AutoAdjustment Preview Report to review your potential transaction adjustments. The report is generated after a run of the Create Automatic Billing Adjustments program with the AutoAdjustments Option parameter set to Generate Report Only.

Note: This report is for automatic adjustments only. Use the Adjustment Register to review both manual and automatic approved adjustments.

The report includes, for each adjustment, information about the customer, transaction, adjustment amount, and adjustment status. The report displays the total amount and count for both approved and pending adjustments.

Once you are satisfied with the adjustments that will be generated, you can run the Create Automatic Billing Adjustments program again with the AutoAdjustments Option parameter set to Create Adjustments.

Report Output

This table describes the column headings in the output of the AutoAdjustment Preview Report. These column headings are displayed for each adjustment type.

Column Heading Description

Customer Name

The name of the customer on the transaction.

Number

The account number of the customer on the transaction.

Transaction Number

The original transaction number.

Transaction Type

The transaction type for the transaction.

Due Date

The due date for the transaction.

Adjustment Number

The number assigned to the adjustment to the transaction.

Adjusted Amount

The amount of the adjustment.

Balance Due

The remaining balance due on the transaction after the adjustment.

Status

The current status of the adjustment.

This table describes the row headings in the output of the AutoAdjustment Preview Report.

Row Heading Description

Total Approved Adjustments

The total amount of approved adjustments for this run of the program.

Total Approved Adjustments Count

The total number of approved adjustments for this run of the program.

Total Pending Adjustments

The total amount of pending adjustments for this run of the program.

Total Pending Adjustments Count

The total number of pending adjustments for this run of the program.

Print Adjustments Program and Report

Use the Print Adjustments program to print adjustments to your transactions. The report provides a listing of adjustments for review. The report lists each adjustment separately, with summary information about the adjustment and the transaction that was adjusted.

This is a listing only. The report does not provide any amount or count totals.

Review this report to verify your transaction adjustment process.

Report Parameters
Order By

Arrange the information in the report by Adjustment Number, Customer, Postal Code or Transaction Number.

From/To Adjustment Number

Range of adjustment numbers to include in the report.

From/To Transaction Number

Range of transactions with adjustments by transaction number to include in the report.

Tax Registration Number

Confine the report to one customer tax registration number.

FAQs for Process Billing Adjustments

How can I credit a transaction that was already paid?

By unapplying the receipt that was previously applied to the transaction and creating a credit memo for the unapplied amount. Use the Manage Receipt page to select and unapply the receipt application. You can then either place the amount of the receipt on account for later reallocation to a different transaction, or send the customer a refund.

How can I credit only part of the balance due on a transaction?

Use the Transaction Amounts section of the Credit Transaction page to enter a partial credit amount or percentage on line, tax, or freight. The amount or percentage entered is prorated across all respective lines of the credit memo. Percentages are based on the original balance of the transaction being credited. Receivables updates the balance due for each line that you credit and creates all of the accounting reversal entries. Receivables also reverses this percentage of the sales revenue and non-revenue credits assigned to salespersons.

You can also credit individual transaction, tax, or freight lines. After you credit individual lines and return to the Credit Transaction page, the table displays the results of all your line-level updates. If you again update line, tax, or freight in the Transaction Amounts section, you must let Receivables rederive the line-level calculations.

How can I credit tax amounts?

If you enable the Automatically derive tax from lines option, then the amount or percentage credited to the transaction line is credited to the tax line as well. This derived tax amount is a draft calculation only. If you want to change the derived tax, you must enter any updates at the line level. After you save or complete, the tax engine calculates the actual tax amount to be credited and updates the final tax credit amount. You cannot edit the derived value after you save or complete.

If you want to credit tax only, do not enable the Automatically derive tax from lines option. Leave the Line amount blank or zero, and enter the tax percentage or amount to credit on the Tax line.

When do I credit and rebill a transaction?

Sometimes the simplest way to manage a transaction change is to credit and rebill. You credit the entire balance of an invoice, duplicate the original invoice, and update the duplicate with the correct information, then resubmit to the customer.

Common scenarios for credit and rebill include:

  • A customer indicates that an invoice does not reflect the correct price of a product or service. The customer requests a new invoice with the correct information.

  • A customer wants to correct accounting directly in the subledger, instead of making a manual journal entry in general ledger. With credit and rebill, the credit memo reverses the accounting of the original invoice, and the updated duplicate invoice creates new accounting for posting to general ledger.

  • The customer wants to change the bill-to information on a posted transaction.

When do I create a debit memo?

Create a debit memo to reflect a charge for an item that is not a standard invoice item. Debit memos often reflect updates or adjustments to existing transactions.

You create debit memos to:

  • Enter a price correction to a line item or the tax calculation on an original invoice.

  • Include a required charge missing from an original invoice, such as freight.

  • Create a debit memo reversal to record the amount of the net of a closed debit and credit transaction after reversing a receipt.

  • Record late charges against a customer or customer site account.

    If you record late charges as debit memos, the application creates one debit memo per overdue transaction. Any penalties and late payment charges assessed appear as line items on the debit memo.

There is no link between invoices and debit memos. You can use the Cross Reference field or Special Instructions field on the debit memo to maintain reference information pertaining to the debit memo and the original transaction. Special instructions information appears on the printed debit memo document.

If you want to use a different numbering sequence for debit memos, you must set up and use a different transaction source.

When do I enter a credit memo manually?

Once a disputed transaction or transaction amount receives all of the required approvals, the Credit Memo Creation process creates the credit memo. If the process fails to create the credit memo, then you must enter the credit memo manually. Reasons why the process might fail include missing setup steps, or the disputed transaction does not have enough balance due remaining.

Use the information on the credit memo request to create the credit memo. After you create the credit memo, enter the credit memo number into the notification and submit.

Can I unapply a standard credit memo?

Yes, you can unapply a standard credit memo and turn it into an on-account credit memo. When you unapply the standard credit memo, enter an accounting date in an open or future-enterable period. Unapplying a standard credit memo removes its debit items and reverses the accounting for the credit memo in the accounting period you specify.

If the Use Invoice Accounting For Credit Memos profile option is set to No, then you must enter a receivable account when you unapply the credit memo. If the Use Invoice Accounting For Credit Memos profile option is set to Yes, then no other action is required.

What is the credit memo request approval process?

The Credit Memo Request Approval process is managed by the Approval Management Extensions (AMX) to the human workflow services of Oracle SOA Suite. The approval process makes use of approval groups that contain either static or dynamically generated lists of approvers.

An approval group consists of a name and a predefined set of users configured to act on a task in a certain pattern. Approval groups are configured and managed with the Oracle BPM Worklist.

If the approval process fails, a review of the related approval group and approval rules may indicate the source of the problem. For example:

  • Verify that the approval group is active in the worklist and defined correctly.

  • Confirm the members of the approval group.

  • Confirm that, for credit memo requests, the appropriate rules are defined in the worklist.

Manage Transaction Information

Receivables Tables: Points to Consider

Receivables uses the following tables to store all accounts receivable transaction, receipt, and adjustment activity:

  • RA_CUSTOMER_TRX

  • RA_CUSTOMER_TRX_LINES

  • RA_CUST_TRX_LINE_SALESREPS

  • RA_CUST_TRX_LINE_GL_DIST

  • AR_PAYMENT_SCHEDULES

  • AR_ADJUSTMENTS

  • AR_RECEIVABLE_APPLICATIONS

  • AR_CREDIT_MEMO_AMOUNTS

  • AR_CASH_RECEIPTS

  • AR_CASH_RECEIPT_HISTORY

  • AR_MISC_CASH_DISTRIBUTIONS

Each table stores information needed for one or more types of transactions, receipts, or adjustments. Each data element is stored as a unique record, based on the primary key of the table.

RA_CUSTOMER_TRX and RA_CUSTOMER_TRX_LINES tables

Important columns in the RA_CUSTOMER_TRX table include:

  • CUSTOMER_TRX_ID column

  • TRX_NUMBER column

  • BILL_TO_CUSTOMER_ID column

  • TRX_DATE column

The RA_CUSTOMER_TRX table stores invoice, debit memo, and credit memo header information. Each of these transactions is stored as a unique record, based on the primary key customer_trx_id. The transaction number, transaction date, and billing customer are stored in the trx_number, trx_date, and bill_to_customer_id columns respectively.

Additional information stored in this table includes ship-to customer, document sequence number, currency, and a transaction complete setting. The transaction type for the invoice is stored in the RA_CUST_TRX_TYPES table, but can be referenced using the foreign key cust_trx_type_id.

Important columns in the RA_CUSTOMER_TRX_LINES table include:

  • CUSTOMER_TRX_LINE_ID column

  • CUSTOMER_TRX_ID column

  • LINK_TO_CUST_TRX_LINE_ID column

  • LINE_TYPE column

  • EXTENDED_AMOUNT column

The RA_CUSTOMER_TRX_LINES table stores invoice, debit memo, and credit memo line level information. Each transaction line is stored as a unique record, based on the primary key customer_trx_line_id column. The customer_trx_id column is a foreign key to the RA_CUSTOMER_TRX table.

The line_type column identifies the type of data contained in the record. Valid line types are CHARGES, FREIGHT, LINE, and TAX. Any record with a line type of TAX or FREIGHT refers to the original invoice line from the link_to_cust_trx_line_id column, except for header freight transactions. The total amount for each transaction line is stored in the EXTENDED_AMOUNT column.

RA_CUST_TRX_LINE_SALESREPS and RA_CUST_TRX_LINE_GL_DIST tables

Important columns in the RA_CUST_TRX_LINE_SALESREPS table include:

  • CUST_TRX_LINE_SALESREP_ID column

  • SALES_REP_ID column

  • CUSTOMER_TRX_LINE_ID column

  • REVENUE_AMOUNT_SPLIT column

  • NON_REVENUE_AMOUNT_SPLIT column

  • PREV_CUST_TRX_LINE_SALESREP_ID column

The RA_CUST_TRX_LINE_SALESREPS table stores sales credit assignments for invoice lines. Each assignment is stored as a unique record, based on the primary key cust_trx_line_salesrep_id. If you base your accounting distributions on sales credits, the sales credit assignments in this table map to the RA_CUST_TRX_LINE_GL_DIST table. The sales_rep_id column identifies the salesperson receiving the credit for this transaction. The customer_trx_line_id column is a foreign key to the RA_CUSTOMER_TRX_LINES table.

The revenue_amount_split column stores the amount of the invoice line assigned to this salesperson. The non_revenue_amount_split column stores the amount of the non-header freight and tax lines assigned to this salesperson. If the sales credits are derived based on a percentage of the transaction line rather than a specific amount, the revenue_percent_split and non_revenue_percent_split columns store the percentages of the transaction lines assigned to this salesperson. The prev_cust_trx_line_salesrep_id column references another sales credit assignment to which the current record is being applied.

Important columns in the RA_CUST_TRX_LINE_GL_DIST table include:

  • CUST_TRX_LINE_GL_DIST_ID column

  • CODE_COMBINATION_ID column

  • CUSTOMER_TRX_LINE_ID column

  • ACCOUNT_CLASS column

  • AMOUNT column

The RA_CUST_TRX_LINE_GL_DIST table stores the accounting distribution for invoice, debit memo, and credit memo transactions. Each distribution is stored as a unique record, based on the primary key cust_trx_line_gl_dist_id. The customer_trx_line_id column is a foreign key to the RA_CUSTOMER_TRX_LINES table.

The account_class column describes the account type, while the code_combination_id column identifies the general ledger account. Valid account classes are CHARGES, FREIGHT, REC, REV, SUSPENSE, TAX, UNBILL, and UNEARN. The account_class REC represents the receivable account distribution. The amount column for REC records is equal to the sum of all invoice lines. Therefore, there is no link to the RA_CUSTOMER_TRX_LINES table and the column customer_trx_line_id is null for these records. The REC record is linked to the RA_CUSTOMER_TRX table from the customer_trx_id column. For all other account classes, credits are represented by positive numbers and debits are represented by negative numbers.

AR_PAYMENT_SCHEDULES table

Important columns in the AR_PAYMENT_SCHEDULES table include:

  • PAYMENT_SCHEDULE_ID column

  • AMOUNT_DUE_ORIGINAL column

  • AMOUNT_DUE_REMAINING column

  • CUSTOMER_TRX_ID column

  • CASH_RECEIPT_ID column

  • TRX_NUMBER column

  • STATUS column

  • AMOUNT_APPLIED column

  • CLASS column

The AR_PAYMENT_SCHEDULES table stores customer balance information at the transaction level. Each transaction balance is stored as a unique record, based on the primary key payment_schedule_id. The class column identifies the transaction type and determines which columns to update when a transaction is stored.

For billing transactions, the AR_PAYMENT_SCHEDULES table joins the RA_CUSTOMER_TRX table from the customer_trx_id column and stores NULL in the cash_receipt_id column. For payment transactions, the AR_PAYMENT_SCHEDULES table joins the AR_CASH_RECEIPTS table from the cash_receipt_id column and stores NULL in the customer_trx_id column.

This table illustrates the tables updated for billing and payment transactions:

TRANSACTION CLASS FOREIGN KEY TABLE

Invoices

INV

customer_trx_id

RA_CUSTOMER_TRX

Debit Memos

DM

customer_trx_id

RA_CUSTOMER_TRX

Credit Memos

CM

customer_trx_id

RA_CUSTOMER_TRX

Chargebacks

CB

customer_trx_id

RA_CUSTOMER_TRX

Receipts

PMT

cash_receipts_id

AR_CASH_RECEIPTS

The status column identifies whether the transaction is open or closed, while the trx_number column stores the transaction number. The amount_applied column stores the sum of all transactions applied to the balance of the selected transaction. The amount_due_original column equals either the sum of the EXTENDED_AMOUNT column in the RA_CUSTOMER_TRX_LINES table for the given customer_trx_id or the sum of the amount column in the AR_CASH_RECEIPTS table for the given cash_receipts_id. The amount_due_remaining column represents the balance for the selected transaction.

For the amount_due_original and amount_due_remaining columns, debit items, such as invoices, are stored as positive numbers, and credit items, such as credit memos and payments, are stored as negative numbers. The current customer balance is reflected by the sum of the amount_due_remaining column for all confirmed payment schedules for a given customer.

AR_ADJUSTMENTS table

Important columns in the AR_ADJUSTMENTS table include:

  • ADJUSTMENT_ID column

  • AMOUNT column

  • CUSTOMER_TRX_ID column

  • TYPE column

  • PAYMENT_SCHEDULE_ID column

  • CODE_COMBINATION_ID column

The AR_ADJUSTMENTS table stores information about invoice adjustments. Each adjustment is stored as a unique record, based on the primary key adjustment_id. The amount column stores the amount of the adjustment. Receivables uses the customer_trx_id and payment_schedule_id to link the adjustment to the adjusted transaction and to update the amount_due_remaining and amount_adjusted columns of the adjusted transaction payment schedule in the AR_PAYMENT_SCHEDULES table.

The type column stores a description of the transaction to which the adjustment applies. Valid types include:

  • Charges Adjustments

  • Freight Adjustments

  • Invoice Adjustments

  • Line Adjustments

  • Tax Adjustments

The code_combination_id column stores the accounting distribution associated with the adjustment transaction.

Receivables Applications

The Receivables tables that manage data for receipt and credit memo applications are:

  • AR_RECEIVABLE_APPLICATIONS

  • AR_CREDIT_MEMO_AMOUNTS

  • AR_CASH_RECEIPTS

  • AR_CASH_RECEIPT_HISTORY

  • AR_MISC_CASH_DISTRIBUTIONS

Important columns in the AR_RECEIVABLE_APPLICATIONS table include:

  • RECEIVABLE_APPLICATION_ID column

  • AMOUNT_APPLIED column

  • STATUS column

  • PAYMENT_SCHEDULE_ID column

  • CODE_COMBINATION_ID column

  • CASH_RECEIPT_ID column

  • APPLIED_PAYMENT_SCHEDULE_ID column

  • APPLIED_CUSTOMER_TRX_ID column

The AR_RECEIVABLE_APPLICATIONS table stores account distributions for receipt and credit memo applications and maps the application transaction to the applied transaction. Each accounting distribution is stored as a unique record, based on the primary key receivable_application_id. The payment_schedule_id column links the receipt or credit memo to its payment schedule in the AR_PAYMENT_SCHEDULES table. The cash_receipt_id column stores the receipt ID of payment transactions, while the cust_trx_id column, which is not shown, stores the transaction ID for credit memo transactions. The applied_payment_schedule_id and applied_customer_trx_id columns reference the transaction to which this record applies.

The status column describes the state of the application transaction. For credit memos, the status is always APP to identify the credit memo as applied. For receipt transactions, valid status values are APP, UNAPP, UNID, REV, NSF, and STOP. The code_combination_id column stores the general ledger account for the application transaction, based on the status. The amount_applied column stores the amount of the receipt or credit memo as a positive value.

Important columns in the AR_CREDIT_MEMO_AMOUNTS table include:

  • CREDIT_MEMO_AMOUNT_ID column

  • CUSTOMER_TRX_LINE_ID column

  • GL_DATE column

  • AMOUNT column

The AR_CREDIT_MEMO_AMOUNTS table stores the accounting dates and amounts for credit memos to use when they are applied to invoices with rules. Each credit memo application date is stored as a unique record, based on the primary key credit_memo_amount_id. The customer_trx_line_id column references the transaction line to which a credit memo applies. The gl_date column stores the date the credit memo is applied to the invoice, and the amount column stores the amount to apply.

Important columns in the AR_CASH_RECEIPTS table include:

  • CASH_RECEIPT_ID column

  • AMOUNT column

  • STATUS column

  • RECEIPT_NUMBER column

  • TYPE column

The AR_CASH_RECEIPTS table stores a unique record for each receipt, based on the primary key cash_receipt_id. The status column describes the state of the receipt in relation to customer invoices and balances. Valid status values are:

  • UNID: The receipt customer is unidentified, and no customer balance was updated.

  • UNAPP: The receipt customer was identified, but the receipt has neither been fully applied to a specific invoice nor placed on account.

  • APP: The entire amount of the receipt was either placed on account or applied to specific customer invoices.

  • REV: The receipt was reversed.

  • NSF: The receipt was reversed due to insufficient funds.

  • STOP: The receipt was reversed by a stop payment.

The type column identifies the receipt as either CASH or MISC to indicate whether the receipt is a customer payment or a miscellaneous receipt (not related to a receivables activity). The amount column stores the net amount of the receipt, while the receipt_number column stores the receipt number.

Important columns in the AR_CASH_RECEIPT_HISTORY table include:

  • CASH_RECEIPT_HISTORY_ID column

  • AMOUNT column

  • STATUS column

The AR_CASH_RECEIPT_HISTORY table stores the current status and history of a receipt. Each status change is stored as a unique transaction, based on the primary key cash_receipt_history_id. The status column describes which step of the receipt life cycle the receipt has reached. Valid status values are:

  • APPROVED: This status is only valid for automatic receipts, and indicates that the receipt was approved for automatic creation. These record types are never postable.

  • CONFIRMED: This status is only valid for automatic receipts, and indicates that the receipt was confirmed by the customer.

  • REMITTED: This status is valid for both manual and automatic receipts, and indicates that the receipt was remitted.

  • CLEARED: This status is valid for both manual and automatic receipts, and indicates that the receipt was cleared.

  • REVERSED: This status is valid for both manual and automatic receipts, and indicates that the receipt was reversed.

As the receipt moves through its life cycle, Receivables inserts a new record into the AR_CASH_RECEIPTS_HISTORY table with the current_record_flag column set to Y. Receivables also updates the previous record related to this receipt, by setting the current_record_flag to NULL and by setting the reversal_gl_date. The amount column stores the amount of the receipt. The cash_receipts_id column links the AR_CASH_RECEIPTS_HISTORY table to the AR_CASH_RECEIPTS table.

Important columns in the AR_MISC_CASH_DISTRIBUTIONS table include:

  • MISC_CASH_DISTRIBUTION_ID column

  • CASH_RECEIPT_ID column

  • CODE_COMBINATION_ID column

The AR_MISC_CASH_DISTRIBUTIONS table stores the accounting distribution for miscellaneous cash receipts. Each distribution is stored as a unique record, based on the primary key misc_cash_distribution_id. The distributions are linked to the receipt by the cash_receipt_id column. The code_combination_id column stores the general ledger account assigned to this receipt.

Receivables Accrual Accounting Entries: Explained

Receivables creates default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable, late charges, and AutoInvoice clearing (suspense) accounts using the information specified in the AutoAccounting structure and the subledger accounting rules. You then submit the Create Receivables Accounting program to create the accounting entries in Subledger Accounting.

The following sections describe the default accounting entries created when you enter transactions in Receivables using the Accrual method of accounting. There is a section for each activity:

  • Invoices

  • Credit Memos and On-Account Credits

  • Receipts

  • Remittances

  • Adjustments

  • Debit Memos

  • Credit Card Refunds

Invoices

This section describes the default accounting entries for invoices.

When you enter a standard invoice, Receivables creates the following journal entry:

Debit Credit

Receivables

None

None

Revenue

None

Tax (if you charge tax)

None

Freight (if you charge freight)

If you enter an invoice with an In Arrears invoicing rule with a three-month fixed duration revenue scheduling rule, Receivables creates the following journal entries:

In the first period of the rule:

Debit Credit

Unbilled Receivables

None

None

Revenue

In the second period of the rule:

Debit Credit

Unbilled Receivables

None

None

Revenue

In the third and final period of the rule:

Debit Credit

Unbilled Receivables

None

None

Revenue

Receivables

None

None

Unbilled Receivables

None

Tax (if you charge tax)

None

Freight (if you charge freight)

If you enter an invoice with an In Advance invoicing rule, Receivables creates the following journal entries:

In the first period of the rule:

Debit Credit

Receivables

None

None

Unearned Revenue

None

Tax (if you charge tax)

None

Freight (if you charge freight)

Unearned Revenue

None

None

Revenue

In all periods of the rule for the portion that is recognized:

Debit Credit

Unearned Revenue

None

None

Revenue

Credit Memos and On-Account Credits

This section describes the default accounting entries for credit memos.

When you credit an invoice, debit memo, or chargeback, Receivables creates the following journal entry:

Debit Credit

Revenue

None

Tax (if you credit tax)

None

Freight (if you credit freight)

None

None

Receivables (Credit Memo)

Receivables (Credit Memo)

None

None

Receivables (Invoice)

When you enter a credit memo against an installment, you choose one of the following split term methods: LIFO, FIFO, Prorate. When you enter a credit memo against an invoice with invoicing and revenue scheduling rules, you choose one of the following revenue reversal rules: LIFO, Prorate, Unit.

If the Invoice Accounting Used for Credit Memos profile option is set to Yes, Receivables credits the accounts of the original transaction. If this profile option is set to No, Receivables uses AutoAccounting to determine the freight, receivables, revenue, and tax accounts. Receivables uses the account information for on-account credits that you specified in your AutoAccounting structure to create your journal entries.

You can update accounting information for your credit memo after it has posted to general ledger. Receivables keeps the original accounting information as an audit trail while it creates an offsetting entry and the new entry.

If you unapply the standard credit memo, Receivables reverses the accounting entries and creates the following journal entry:

Debit Credit

Receivables (Invoice)

None

None

Receivables (Credit Memo)

The standard credit memo is converted to an on-account credit memo.

If the Invoice Accounting Used for Credit Memos profile option is set to No, then when you unapply the standard credit memo you must enter a Receivable account.

This section describes the default accounting entries for on-account credits.

When you enter an on-account credit, Receivables creates the following journal entry:

Debit Credit

Revenue (if you credit line amounts)

None

Tax (if you credit tax)

None

Freight (if you credit freight)

None

None

Receivables (On-Account Credit)

Receivables uses the freight, receivable, revenue, and tax accounts that you specified in your AutoAccounting structure to create these entries.

Once the on-account credit is applied to an invoice, the following journal entry is created:

Debit Credit

Receivables (On-Account Credit)

None

None

Receivables (Invoice)

Receipts

This section describes the default accounting entries for receipts.

When you enter a receipt, Receivables creates the following journal entries:

Debit Credit

Cash

None

None

Receivables

When you fully apply a receipt to an invoice, Receivables creates the following journal entry:

Debit Credit

Cash

None

Unapplied Cash

None

None

Unapplied Cash

None

Receivables

Note: These examples assume that the receipt has a Remittance Method of No Remittance and a Clearance Method of Directly.

When you enter an unidentified receipt, Receivables creates the following journal entry:

Debit Credit

Cash

None

None

Unidentified

When you enter an on-account receipt, Receivables creates the following journal entry:

Debit Credit

Cash

None

None

Unapplied

Unapplied

None

None

On-Account

When your receipt includes a discount, Receivables creates the following journal entry:

Debit Credit

Cash

None

None

Receivables

Earned/Unearned Discount

None

None

Receivables

Receivables uses the default cash, unapplied, unidentified, on-account, unearned, and earned accounts that you specified under remittance banks for this receipt class.

When you enter a receipt and combine it with an on-account credit (which increases the balance of the receipt), Receivables creates the following journal entry:

Debit Credit

Cash

None

None

Unapplied Cash

To close the receivable on the credit memo and increase the unapplied cash balance, Receivables creates the following journal entry:

Debit Credit

Receivables

None

None

Unapplied Cash

When you enter a receipt and combine it with a negative adjustment, Receivables creates the following journal entries:

Debit Credit

Cash

None

None

Receivables (Invoice)

Write-Off

None

None

Receivables (Invoice)

You set up a Write-Off account when defining your receivables activity.

When you enter a receipt and combine it with a positive adjustment, Receivables creates the following journal entries:

Debit Credit

Cash

None

None

Receivables (Invoice)

Receivables (Invoice)

None

None

Write-Off

When you write off the unapplied amount on a receipt, Receivables creates the following journal entries:

Debit Credit

Unapplied Cash

None

None

Write-Off

When you enter a receipt and combine it with a chargeback, Receivables creates the following journal entries:

Debit Credit

Cash

None

None

Receivables (Invoice)

Receivables (Chargeback)

None

None

Chargeback (Activity)

Chargeback (Activity)

None

None

Receivables (Invoice)

You set up a Chargeback account when defining your receivables activity.

To move funds between receipts, you can apply one receipt to another open receipt. These journal entries illustrate moving funds from Receipt 1 to Receipt 2:

Debit Credit

Unapplied Cash (Receipt 1)

None

None

Netting (Receipt 1)

Netting (Receipt 2)

None

None

Unapplied Cash (Receipt 2)

Note: Both receipts must be in the same currency.

After this receipt-to-receipt application completes, Receipt 2 gains additional funds that you can then apply to a debit item.

You set up a Payment Netting account when defining your receivables activity.

If both receipts are in a foreign currency, however, then you could have an exchange gain or loss when you net the receipts. The exchange gain or loss is realized on the main receipt (Receipt 2) at the time of receipt application (netting).

If you later adjust the conversion rate on Receipt 1 or 2, the following actions are performed:

  • Roll back all accounting for both receipts.

  • Recreate the accounting, including the netting application, using the adjusted conversion rate.

  • Recalculate the exchange gain or loss on whichever receipt gained the additional funds.

Remittances

This section describes the default accounting entries for remittances.

When you create a receipt that requires remittance to your bank, Receivables debits the Confirmation account instead of Cash. An example of a receipt requiring remittance is a check before it is cashed. Receivables creates the following journal entry when you enter such a receipt:

Debit Credit

Confirmation

None

None

Receivables

You can then remit the receipt to your remittance bank using one of the two remittance methods: Standard or Factoring. If you remit your receipt using the standard method of remittance, Receivables creates the following journal entry:

Debit Credit

Remittance

None

None

Confirmation

When you clear the receipt, Receivables creates the following journal entry:

Debit Credit

Cash

None

Bank Charges

None

None

Remittance

If you remit your receipt using the factoring remittance method, Receivables creates the following journal entry:

Debit Credit

Factor

None

None

Confirmation

When you clear the receipt, Receivables creates a short-term liability for receipts that mature at a future date. The factoring process lets you receive cash before the maturity date, and assumes that you are liable for the receipt amount until the customer pays the balance on the maturity date. When you receive payment, Receivables creates the following journal entry:

Debit Credit

Cash

None

Bank Charges

None

None

Short-Term Debt

On the maturity date, Receivables reverses the short-term liability and creates the following journal entry:

Debit Credit

Short-Term Debt

None

None

Factor

Adjustments

This section describes the default accounting entries for adjustments.

When you enter a negative adjustment against an invoice, Receivables creates the following journal entry:

Debit Credit

Write-Off

None

None

Receivables (Invoice)

When you enter a positive adjustment against an invoice, Receivables creates the following journal entry:

Debit Credit

Receivables (Invoice)

None

None

Write-Off

Debit Memos

This section describes the default accounting entries for debit memos.

When you enter a debit memo, Receivables creates the following journal entries:

Debit Credit

Receivables

None

None

Revenue (if you enter line amounts)

None

Tax (if you charge tax)

None

Freight (if you charge freight)

Receivables

None

None

Late Charges

Credit Card Refunds

This section describes the default accounting entries for credit card refunds.

When you unapply a receipt and reapply the receipt to a credit card refund, Receivables creates these journal entries:

Debit Credit

Receivables

None

None

Unapplied

Unapplied

None

None

Receivables Activity (Clearing Account)

After you apply the receipt to a credit card refund, Receivables automatically creates a negative miscellaneous receipt in the amount of the refund and creates this journal entry:

Debit Credit

Receivables Activity (Clearing Account)

None

None

Cash

When you reverse a credit card refund, either by reversing the negative miscellaneous receipt or by unapplying the credit card refund activity, Receivables creates this journal entry for the negative miscellaneous receipt:

Debit Credit

Cash

None

None

Receivables Activity (Clearing Account)

Receivables creates this journal entry for the original payment receipt:

Debit Credit

Receivables Activity (Clearing Account)

None

None

Unapplied

Invoicing Rules Accounting Entries: Examples

These examples illustrate how the In Advance and In Arrears invoicing rules recognize receivables.

In Advance Accounting Entries

This example shows how you can use the In Advance invoicing rule to recognize your receivable immediately.

You receive an invoice payment for $3,000. The invoicing rule is In Advance, and the revenue scheduling rule is 3-month fixed duration. Over the course of three months, your accounting entries are as follows:

January

Account Debit Credit

Receivables

$3,000

None

Unearned Revenue

None

$3,000

Unearned Revenue

$1,000

None

Revenue

None

$1,000

February

Account Debit Credit

Unearned Revenue

$1,000

None

Revenue

None

$1,000

March

Account Debit Credit

Unearned Revenue

$1,000

None

Revenue

None

$1,000

In Arrears Accounting Entries

This example shows how you can use the In Arrears invoicing rule to record your receivable at the end of the revenue recognition schedule.

You receive an invoice payment for $3,000. The invoicing rule is In Arrears, and the revenue scheduling rule is 3-month fixed duration. Over the course of three months, your accounting entries are as follows:

January

Account Debit Credit

Unbilled Receivables

$1,000

None

Revenue

None

$1,000

February

Account Debit Credit

Unbilled Receivables

$1,000

None

Revenue

None

$1,000

March

Account Debit Credit

Unbilled Receivables

$1,000

None

Revenue

None

$1,000

Receivables

$3,000

None

Unbilled Receivables

None

$3,000

Intercompany Transactions: Explained

An intercompany transaction is a transaction between two entities with common ownership. The accounting for intercompany transactions is recorded separate from standard transactions in Receivables.

Receivables determines a transaction to be an intercompany transaction based on the first party (legal entity) and third party (bill-to customer) relationship defined in the intercompany accounting setup. When a transaction is marked as intercompany, the intercompany receivables account is used for accounting instead of the standard receivables account derived from AutoAccounting. This applies to transactions both created manually and imported using AutoInvoice.

Rules Governing Intercompany Transactions

Intercompany accounting is recorded for invoices, credit memos, on-account credit memos, debit memos, and chargebacks. The intercompany account derivation occurs after the transaction is created but before the intercompany transaction is complete.

These rules govern the use of intercompany transactions in Receivables:

  • Adjustments: You can make manual and automatic adjustments against intercompany transactions, but these adjustments are not marked as intercompany and do not derive an intercompany account.

  • Distributions: You cannot update the account distributions once an intercompany transaction is created.

  • Receipts: You can apply full or partial receipts to intercompany transactions with no restrictions.

  • On-account credit memos: You should only apply intercompany on-account credit memos to intercompany transactions. The related application pages display only intercompany transactions.

  • Receivables period close: Close a Receivables accounting period after closing the related intercompany period. If you close a Receivables accounting period first, this generates a warning to close the related intercompany period.

You can use the Receivables Aging by General Ledger Account report and the Receivables to General Ledger Reconciliation report to review intercompany transactions during reconciliation.

Legal Entity Time Zones in Receivables: Explained

The applicable dates on Receivables transactions and receipts are converted to the time zone date of the legal entity that owns them, according to the Legal Entity Time Zone functionality.

For example, a legal entity on the west coast of the United States uses a shared service center on the east coast to process transactions. An invoice entered by the shared service center at 2:30 AM on December 1 (shared service center time zone) is entered with a transaction date and accounting date of 11:30 PM on November 30 (legal entity time zone).

Rules for Time Zone Derivation

Different time zone derivation rules apply to transactions and receipts.

The following rules apply to time zone derivation on a transaction:

  • Time zone conversion applies to the transaction date, adjustment date, and accounting date on transactions

  • Time zone is derived from the legal entity associated to the business unit of the transaction. This includes both user-entered business units and business units provided by default.

  • If there is no legal entity associated with the business unit used on the transaction, then the system date is used. There is no time conversion of this date.

  • These rules apply to invoices, credit memos, on-account credit memos, debit memos, chargebacks, and adjustments.

  • There is no time zone conversion within AutoInvoice. If another application passes a source date to AutoInvoice, this source date may be subject to time zone conversion according to the rules of that application.

The following rules apply to time zone derivation on a receipt:

  • Time zone conversion applies to the receipt date, batch date, confirmation date, deposit date, application date, reversal date, accounting date, and unapply accounting date on all receipts, receipt batches, receipt write-offs, and chargebacks where the default date is the system date.

  • Time zone conversion applies to the refund date and accounting date on all refunds where the default date is the system date.

  • Time zone conversion applies to the application date, accounting date, and unapply accounting date on all credit memos where the default date is the system date.

  • Time zone conversion applies to the remittance batch date and accounting date on all remittance batches where the default date is the system date.

  • Time zone conversion applies to the conversion date and accounting date on all conversion rate updates where the default date is the system date.

  • Time zone is derived from the legal entity associated with the business unit of the receipt or receipt batch.

  • If a receipt or receipt batch has both a legal entity derived from the business unit and a legal entity associated with the remittance bank account, Receivables uses the legal entity derived from the business unit for time zone conversion.

  • These rules apply to standard receipts, miscellaneous receipts, manual and automatic receipt batches, lockbox receipts, remittance batches, receipt reversals, refunds, on-account applications, credit memo write-offs, and updates to conversion rates.

Manually Updating the Date or Legal Entity

After transaction or receipt dates are converted to the applicable time zone, no further time zone conversion takes place. If you manually update either the date or the legal entity on a transaction or receipt, this action doesn't recalculate time zone dates based on your changes. The changes that you make become the new date or legal entity.

Oracle Receivables Integration with Oracle Project: Explained

Integration services between Receivables and Project let you manage aspects of Project invoices both before and after transfer to Receivables using AutoInvoice.

Integration services between Oracle Receivables and Oracle Project include:

  • Tax Amounts on Project Invoices

  • Contract Invoices

  • Invoice Printing

  • Net Invoices

Tax Amounts on Project Invoices

You can review estimated tax amounts on draft Project invoices before transfer to Receivables. You can review estimated tax amounts for the entire invoice or for selected invoice lines. You can also print invoices in Project with estimated tax amounts.

Project invoices use the same tax configuration, as defined in Tax, as that used by Receivables. However, final tax calculation on Project invoices only takes place after transfer to Receivables. If there are any changes in the tax configuration between invoice creation in Project and invoice transfer to Receivables, the final tax calculation may differ from the estimated calculation on the draft invoice.

Contract Invoices

You can create contract invoices without project information and transfer these invoices to Receivables. You can search by contract number in Receivables to review these invoices after successful transfer.

If the Require salesperson Receivables system option is enabled, then you must provide sales credit information on contract invoices before transfer to Receivables.

Receivables doesn't display accounting for contract invoices after AutoInvoice import. You can only view accounting after invoices are transferred to subledger accounting.

Invoice Printing

You can print and review invoices in Project before transfer to Receivables. You can also transfer custom print templates created in Project to Receivables for printing final invoices.

Net Invoices

You can create net invoices in Project and transfer these invoices to Receivables. A net invoice combines new invoice lines with existing credit memos into one invoice. Where applicable, you can use a net invoice to manage existing credits instead of issuing separate credit memos for each credit item.

After transfer to Receivables, the credited lines appear as separate invoice lines on the invoice.

Note: The Receivables transaction type assigned to a Project net invoice must have a creation sign of Any Sign, in order to accommodate positive and negative amounts.