Manage Control of Transaction Completion

You can provide additional controls for the completion of invoice and credit memo transactions.

If you set additional controls, transactions are created and remain as Incomplete until a designated approver reviews them for accuracy and completeness.

After review, the approver can complete the transaction by setting AllowCompletion to Y using either the Receivables Invoice or Receivables Credit Memo REST service. The approver can alternatively delete the transaction, void the transaction by applying a Void transaction type, or leave the transaction in the Incomplete status.

Note:

You must assign designated approvers the AR_MANAGE_TRANSACTION_CONTROL_REST privilege to complete transactions by setting the AllowCompletion flag to Y.

These controls apply to invoices and credit memos only, created either manually or using the Import AutoInvoice process. Controls on credit memos include both standard and on-account credit memos.

These controls don't apply to the following:

• Debit memo, chargeback, and bills receivable transactions.
• Invoices and credit memos without the Line and Freight line types.
• Invoices and credit memos created using the REST API or SOAP web services.

You can apply two different levels of control of transaction completion:

• Require review and approval of all invoices and credit memos before completion.
• Require review, correction, and approval of invoices and credit memos that have negative transaction line amounts but a Creation Sign of Positive.

The approver can search for invoices and credit memos that require review either in the Billing work area or in the Manage Transactions page. In the Incomplete infotile of the Billing work area or in the Manage Transactions page, click the View > Columns menu and select the columns Allow Completion and Control Completion Reason. Transactions with an Allow Completion value of No require review before they can be completed. The Control Completion Reason column displays the reason that review is required.

Transaction Source and Transaction Type Setup

You implement control of transaction completion using the following settings:

• Transaction source: Create one or more transaction sources with the Control transaction completion option enabled, and assign these transaction sources to applicable transactions.
• Transaction type: Create one or more transaction types with the Level of Control of Transaction Completion field set to the applicable transaction completion control, and assign these transaction types to transactions that have a transaction source with Control transaction completion enabled.

Assign these transaction sources and transaction types to the invoices and credit memos that you create manually in the Create Transaction and Credit Transaction pages and in the related parameters of the Import AutoInvoice process for imported transactions.

When you assign a transaction a transaction source enabled for control of transaction completion, the Transaction Type field on the transaction displays only transaction types enabled for control of transaction completion and Void transaction types.

You may want to set up your transaction types before you set up your transaction sources. For example, you can use the Standard Transaction Type field on the transaction source to select a transaction type enabled for control of transaction completion to assign by default to the transaction with this transaction source.

To set up a transaction source for control of transaction completion:

1. Navigate to the Manage Transaction Sources page.
2. Click the Add icon to open the Create Transaction Source page.
3. In the Transaction Source Set field, select a reference data set.
4. If applicable, select a legal entity in the Legal Entity field.
5. In the Name and Description fields, enter a name and description that identify this transaction source for control of transaction completion.
6. In the Type field, select:
   • Manual, for invoices and credit memos created using the Create Transaction page or credit memos created using the Credit Transaction page.
   • Imported, for invoices and credit memos created using the Import AutoInvoice process.
7. In the From Date field, enter the date this transaction source becomes active.
8. Enable the Control transaction completion option.
9. In the Standard Transaction Type field, optionally select a transaction type enabled for control of transaction completion to assign by default to the transaction with this transaction source.
10. Complete the remaining settings for this transaction source according to your requirements.
11. Save your work.

To set up a transaction type for control of transaction completion:

1. Navigate to the Manage Transaction Types page.
2. Click the Add icon to open the Create Transaction Type page.
3. In the Transaction Type Set field, select a reference data set.
4. If applicable, select a legal entity in the Legal Entity field.
5. In the Name and Description fields, enter a name and description that identify this transaction type for control of transaction completion.
6. In the Transaction Class field, select Invoice or Credit Memo.
7. In the Transaction Status field, select the transaction status.
8. In the From Date field, enter the date this transaction type becomes active.
9. In the Creation Sign field, you must select Positive Sign, if this transaction type is used to ensure that all invoice lines on the transaction must have a positive sign.
10. In the Generate Bill field, select Yes or No.
11. In the Level of Control of Transaction Completion field, select the option to use for control of transaction completion:
    • All: Create all transactions assigned this transaction type as Incomplete. The transaction requires review and completion by the designated approver.
    • Lines With Negative Amount: Create transactions assigned this transaction type as Incomplete only if the transaction contains negative line amounts and the transaction has a creation sign of Positive. The transaction requires correction to the line amounts and completion by the designated approver.
    • None: Create all transactions assigned this transaction type as Complete without any review, even though the transaction source is enabled for control of transaction completion.
12. If you use chronological document sequencing, and you enable the Enable no future dates with chronological document sequencing option:
    • Transactions are created as Incomplete and are only set to Complete after review by the approver.
    • If there is a change in the document sequence date, the approver should update both the transaction date and accounting date when completing the transaction to ensure that the document sequence number is generated according to the updated transaction and accounting dates.
13. Complete the remaining settings for this transaction type according to your requirements.
14. Save your work.

AutoInvoice and Control of Transaction Completion

These conditions apply to imported transactions with control of transaction completion enabled:

• Gapless Document Sequences
  • If you use gapless document sequencing, document numbers are assigned to transactions when they are created during the Import AutoInvoice process. The Document Number Generation Level setting in Receivables System Options is ignored.
  • Imported transactions already assigned a document sequence number retain their document number without change by the Import AutoInvoice process.
• Receipt Handling for Credits
  • For imported transactions, leave the Receipt Handling for Credits field blank on the transaction source. The Import AutoInvoice process ignores this setting and creates all credit memos as Incomplete.
  • After the approver reviews and completes an imported credit memo, the responsible user must manually process the receipt for a refund or create and complete an on-account credit memo.