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Transaction Sources

Transaction Sources

Transaction Source Overview

Transaction Source setup plays a key role in determining the behavior of the Transactions form as well as how AutoInvoice validates data to be imported. When you create a transaction, and associate it to a Transaction Source, several attributes of the Source are defaulted into the transaction The following functionality is controlled by your transaction source setup:

  • Transaction Numbering – Automatic or Manual
  • GL Date Derivation
  • Grouping Rules
  • Customer Information – Values Passed (ID, Value, Segment)
    • Bill To and Ship To
    • Address
    • Contact
    • Payment Method
  • Accounting Information – Values Passed (ID, Value, Segment)
    • Invoicing Rule
    • Payment Terms
  • Sales Credit Validation
  • How to process Invalid Lines
  • How to Process GL Dates in a Closed Period

Active transaction sources appear as list of values choices in the Transactions, Transactions Summary, and Credit Transactions windows.  For Bills Receivable, the transaction batch sources appear in the Bills Receivable and Bills Receivable Transaction Batches windows.

There are two types of transaction sources:

  • Manual: Used for transactions created manually in the Transactions Workbench.
  • Imported: Used for importing transactions using AutoInvoice.

The following lists the 6 tabbed regions in the Transaction Source form. Only the first tab is enabled when creating Manual  transaction sources. For Imported transaction sources, all 6 tabbed regions are enabled.

1. Batch Source
2. AutoInvoice Options
3. Customer Information
4. Accounting Information
5. Other Information
6. Sales Credit Validation

Oracle Receivables provides the following seeded Transaction Sources:

Imported:

  • Global Intercompany
  • INDIA INVOICES
  • Intercompany
  • Order Entry Delivery Invoicing
  • PA Internal Invoices
  • PROJECTS INVOICES
  • Property Manager Batch Source
  • SERVICE
  • Trade Management
  • Work Order Billing

Manual:

  • Chargeback
  • DM Reversal
  • Loans
  • MANUAL-OTHER

Batch sources define default information such as transaction type and automatic numbering. There are two types available: Manual and Imported. AutoInvoice requires a batch of type Imported.


Responsibility:
 Receivables Manager
Navigation: Setup > Transactions > Sources

  • Batch Source Name –Tip: If you have installed multiple organization support (multi-org), define an imported batch source with the same name in each organization (these sources can have the same or different settings). This enables you to import  order lines that belong to different organizations in Oracle Order Management “into corresponding organizations” in Receivables.
Note:  The Batch Source parameter selected must match the value in the interface table.  For this reason, local language names are not displayed in the LOV when running AutoInvoice
  • Automatic Batch Numbering
    • Checked – indicates batches are automatically numbered, using the sequence provided in Last Number
    • Unchecked – indicates batches will require users to enter a batch number manually
  • Automatic Transaction Numbering
    • Checked – indicates the transactions within this batch will be numbered automatically from the sequence value provided in Last Number
    • Unchecked – indicates manual transaction numbering, which will require users to enter a transaction number manually during data entry
  • Copy Document Number to Transaction Number – indicates whether you want the document number generated to overlay the transaction number. This feature is necessary to implement gapless transaction numbers
    • Allow Duplicate Transaction Numbers – indicates whether duplicate numbers should be prevented or not during data entry
    • Copy Transaction Information Flexfield to Credit Memo – indicates whether the descriptive flexfield information from an Invoice should be copied into the Credit memo that credits the transaction
      • Generate Line Level Balances – indicates whether you want transactions in this batch to maintain line level balances useful for Line Level Cash Applications
      • Receipt Handling for Credits – for cases where you are interfacing a credit memo against an Invoice that has already been fully paid, you have the option of unapplying the receipts so that AutoInvoice can continue crediting the transaction. Available options are:
        1) Refund – to issue a credit card refund for the receipt or
        2) On-Account – put the receipt in On-Account
      • Reference Field Default Value – indicates which line transaction flexfield segment, i.e. RA_INTERFACE_LINES_ALL.INTERFACE_* field, you want to appear in the Reference field in the Transaction form
      • Standard Transaction Type – is the default transaction type for transactions in this batch
      • Credit Memo Batch Source – is the default batch source Receivables will use when creating Credit Memos against transactions within this batch source

The AutoInvoice Options tab highlights the Grouping rule created earlier.  The setup indicates this batch will group data as specified in this grouping rule. The Payment Details Defaulting Hierarchy is set to Parent of Bill-To Customer.

    • Invalid Line – indicates the action to take when an interface line has an error, valid values are:
      Reject Invoice and Create Invoice
    • GL Date in a Closed Period – indcates the action to take when the GL date provided in interface falls in a closed period, valid values are: Adjust and Reject
    • Grouping Rule – indicates the default Grouping rule to use for interface lines using this batch source.
    • Payment Details Defaulting Hierarchy – this field has 2 possible values:

 

      • Parent of Bill-To Customer – this is the default value and uses the defaulting 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
    • Bill-To Customer – this uses the following defaulting hierarchy:
      1. Primary receipt method of the bill-to site
      2. Primary receipt method of the bill-to customer
      3. Primary receipt method of the parent primary bill-to site
      4. Primary receipt method of the parent customer
  • Create Clearing – when checked, any differences between the specified revenue amount and the price multiplied by the quantity for imported invoice lines are stored in a clearing account. You must define a clearing
    account if you enable this.
  • Allow Sales Credit – when checked, indicates that sales credits can be entered for transactions using this source

The following screenshots show the rest of the sub-tabs of this form, including Customer, Accounting, Salescredit and other information. You need to define whether the data you will interface provides the Value or the ID so that AutoInvoice can validate the data.

Customer Information tab:

Accounting Information tab:

Other Information tab:

Sales Credit Validation tab:

Batch Source for use in the Transactions Workbench

Responsibility: Receivables Manager
Navigation: Setup > Transactions > Sources

Reference: metalink.oracle.com

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Receivables Payment Terms

Receivables Payment Terms

Defining payment terms allows to specify the due date, installment and discount date for open items.

Define balance forward payment terms to bill customers periodically (daily, weekly, or monthly) at the account or site level using Balance Forward Billing. This in detail will be discussed in another post as this is a new feature in R12.

Create split payment terms for invoice installments that have different due dates can be setup.

NOTE:  Once a payment term has transactions associated to it, it cannot be updated.  A new payment term would need to be created.

Receivables uses the following hierarchy to determine the default payment term for your transactions, stopping when one is found:

  • Bill-to site, set at the Site level profile of the customer record
  • Customer, set at the Account level profile of the customer record
  • Transaction Type

Notes about Defaulting Payment terms:

  1. The defaulting hierarchy described above is only used for manually entered transactions. When AutoInvoice is used then either a TERM_ID or TERM_NAME in RA_INTERFACE_LINES_ALL (depending on how you have set up your transaction batch source) needs to be provided.  AutoInvoice will not default a payment term for, as doing so would significantly slow down the performance of the process.
  2. When using the Balance Forward Billing (BFB)  feature, and the customer you are interfacing data for is BFB enabled, the payment term associated to the customer profile (either site level or account level, depending on the Bill Level setup) is defaulted in by AutoInvoice.If  in the customer profile, you have Override Terms checkbox checked, you still cannot override the payment term if the following conditions are true:
    • The customer you are interfacing data for is a BFB enabled customer
    • The payment term you are providing in the interface tables is a BFB term that is different from the default payment term you have set up at the Account or Site profile

    If on the other hand, the payment term you are providing in the interface table is not a BFB term, then AutoInvoice will allow you to override the default BFB term.

    The behavior described above is in line with the concept of Balance Forward Billing, which provides a mechanism for outstanding transactions of a particular customer (or site) to all have a common due date based on a billing cycle. Hence, it is illogical to allow a customer or site’s transactions to be associated to many different BFB terms as that defeats the purpose of defining a billing cycle.

Receivables provides the following predefined payment terms:

  • 30 NET: The balance of the transaction is due within 30 days.
  • IMMEDIATE: The balance of the transaction is due immediately.

If you need to define payment terms specific for your business requirements, you can create additional payment terms.

Responsibility: Receivables Manager
Navigation: Setup > Transactions > Payment Terms

The setup shown below is for a payment term that has a due date 40 days from the transaction date. If the invoice amount is payed in 10 Days then 2 Percent discount will be given to the Invoice.

Related posts:

AutoInvoice Grouping Rules

AutoInvoice Grouping Rules

Grouping rules specify attributes that must be identical for lines to be created as one transaction. Grouping rules always include the mandatory attributes, and to this is added optional attributes that you define in the grouping rule.

Grouping rules tell AutoInvoice how you want to group records in the interface tables into invoices, debit memos, and credit memos. Grouping rules specify which attributes must be identical for lines to appear on the same transaction.

All grouping rules you define implicitly include mandatory attributes plus the optional attributes you define.  So if you want to refine the grouping of transaction records, you can use the Optional Grouping Attributes to do so.

All transaction records  having the same Grouping Attributes (Mandatory and Optional)  are grouped into the same transaction.

Responsibility: Receivables Manager
Navigation: Setup > Transactions > AutoInvoice > Grouping Rules

As per the grouping rules the grouping happens based upon Interface Line Attribute1 for invoice class.

Related posts:

AutoInvoice Line Ordering Rules

 AutoInvoice Line Ordering Rules

Invoice line ordering rules allows to specify how AutoInvoice should order the transaction lines when it groups data into transactions. Each grouping rule can be assigned a line ordering Rule for importing invoices.


Responsibility: 
Receivables Manager
Navigation:
 Setup > Transactions > Autoinvoice > Line Ordering Rules

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AutoAccounting Rules

AR AutoAccounting Rules

AutoAccounting enables to create default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable, late charges, bills receivables accounts, and AutoInvoice clearing (suspense) accounts. Based on the setup the receivable account is defaulted on the Invoice line Distributions. It help as an account generator.

Accounts which can be setup to use AutoAccounting

  • Autoinvoice Clearing – Formerly called Suspense Account,  is used to specify the clearing account for your imported transactions. This account holds any difference between the specified revenue amount and the selling price times the quantity for imported invoice lines. This account will be used if you enable Create Clearing, in the Autoinvoice Options tab for the batch source of your imported transactions.
  • Bills Receivable – This account is used to record the Receivable amount for a completed or accepted Bills Receivable
  • Factored Bills Receivable – This account is used to record the Receivable amount for Bills
    Receivable transactions remitted as Factored with Recourse
  • Freight – This account will be used to record Freight amounts, it cannot be based on tax code.

Note: If you choose standard item as a source, you will not be able to import invoices with header level freight though Autoinvoice.

  • Receivable – This account  is used to record the Receivable amounts for transactions, it cannot be based on your inventory item or tax code
  • Remitted Bills Receivable – This account is used to record the Receivable amounts when remitting a Bills Receivable with Standard Remittance
  • Revenue – This account is used to record the Revenue amounts, it cannot be based on tax code.
  • Tax – This account is used to record the Tax amounts.
  • Unbilled Receivable – This account is used for transactions which use the Bill in Arrears invoicing rule, it cannot be based on tax code.
  • Unearned Revenue– This account is used for transactions which use the Bill in Advance invoicing rule, it cannot be based on tax code.
  • Unpaid Bills Receivable– This account is used to record the Receivable amount when you mark a Bills Receivable as Unpaid.

Sources for AutoAccounting

Depending upon which of the above accounts you are setting up, the value for the source of each segment can come from various Table Sources as shown in the following table.

GL Account Source Table Name
Autoinvoice Clearing Salesreps
Sites
Standard Lines
Transaction Types
Bills Receivable Transaction Types
Sites
Factored Bills Receivable Remittance Banks
Sites
Transaction Types
Freight Salesreps
Sites
Standard Lines
Transaction Types
Receivable Salesreps
Sites
Transaction Types
Remitted Bills Receivable Remittance Banks
Sites
Transaction Types
Revenue Salesreps
Sites
Standard Lines
Transaction Types
Tax Salesreps
Sites
Standard Lines
Taxes
Transaction Types
Unbilled Receivable Salesreps
Sites
Standard Lines
Transaction Types
Unearned Revenue Salesreps
Sites
Standard Lines
Transaction Types
Unpaid Bills Receivable Sites
Transaction Types

 

Reference: metalink.oracle.com

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