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Oracler Receivables User GuideRELEASE 11i VOLUME 1

September 2001 Part Number: A8101802

Oracler Receivables User Guide Release 11i The part number for this volume is A8101802 . Please use the set part number to reorder this book, A8083802 . Copyright E 1988, 2001, Oracle Corporation. All rights reserved. Primary Author: Charles Ahern, Stephen R. Damiani, Robert MacIsaac, Kristin Penaskovic Major Contributors: Craig Borchardt, William Hogan, Lee Konstantinou, Essan Ni Contributors: Nilesh Acharya, Vikram Ahluwalia, Ramakant Alat, Chelvi Balasubramian, Olga Basman, Sharmila Bhavsar, Victoria Crisostomo, Ed Cheng, Ravi Dasani, Vish Bhupathiraju Editt, Alan Fothergill, Sushama Borde, K.C. Buckley, Renee Connors, Dianna Ferguson, Editt GonenFriedman, Manoj Gudivaka, Miranda Ho, Debbie Jancis, Govind Jayanth, Martin Johnson, Charity Kocher, Yanya Kong, Peggy Larson, Joyce Leung, Scott Lucey, Kavi Namdakumar, Sai Rangarajan, Saloni Shah, Oliver Steinmeier, Mien Lin Tan, Tasman Tang, Anne Truitt, Genneva Wang, Kathy Weitzel The Programs (which include both the software and documentation) contain proprietary information of Oracle Corporation; they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright, patent and other intellectual and industrial property law. Reverse engineering, disassembly or decompilation of the Programs is prohibited. Program Documentation is licensed for use solely to support the deployment of the Programs and not for any other purpose. The information contained in this document is subject to change without notice. If you find any problems in the documentation, please report them to us in writing. Oracle Corporation does not warrant that this document is error free. Except as may be expressly permitted in your license agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Oracle Corporation. If the Programs are delivered to the US Government or anyone licensing or using the Programs on behalf of the US Government, the following notice is applicable: RESTRICTED RIGHTS LEGEND Programs delivered subject to the DOD FAR Supplement are commercial computer software and use, duplication and disclosure of the Programs including documentation, shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement. Otherwise, Programs delivered subject to the Federal Acquisition Regulations are restricted computer software and use, duplication and disclosure of the Programs shall be subject to the restrictions in FAR 52.22719, Commercial Computer Software Restricted Rights (June, 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065. The Programs are not intended for use in any nuclear, aviation, mass transit, medical, or other inherently dangerous applications. It shall be licensees responsibility to take all appropriate failsafe, back up, redundancy and other measures to ensure the safe use of such applications if the Programs are used for such purposes, and Oracle disclaims liability for any damages caused by such use of the Programs. Oracle is a registered trademark and ConText, Enabling the Information Age, On Oracle, Oracle Business OnLine, Oracle8i, Oracle9i, Oracle Financials, OracleMetaLink, Oracle Store, PL/SQL, Pro*C, SQL*Net, SQL*Plus, and Tutor are trademarks or registered trademarks of Oracle Corporation. Other names may be trademarks of their respective owners.

ContentsVOLUME 1Volume 1 . . . . . . . . . . . . . . . . . . . . . . . . . . i

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi

Chapter 1

Overview of Oracle Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Workbenches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Workbench . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Workbench . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections Workbench . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Workbench . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11 12 15 1 10 1 15 1 19

Chapter 2

Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Related Product Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . Setup Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setup Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Aging Buckets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Application Rule Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Approval Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Account Generator in Oracle Receivables . . . . . . . . . . Decide How to Use the Account Generator . . . . . . . . . . . . . .

21 22 23 27 2 10 2 30 2 33 2 37 2 40 2 42 2 45

Contents

iii

The Default Account Generator Process for Oracle Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing the Account Generator for Oracle Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoAccounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoCash Rule Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoInvoice Line Ordering Rules . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipt Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Banks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Bank Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Banks Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Accounts Window Reference . . . . . . . . . . . . . . . . . . . . . . Bank Branch Validation by Country . . . . . . . . . . . . . . . . . . . . . . . . Bank Account Validation by Country . . . . . . . . . . . . . . . . . . . . . . . Bank Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Transaction Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Distribution Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Implementing Document Sequences . . . . . . . . . . . . . . . . . . . . . . . . Overview of Document Sequencing . . . . . . . . . . . . . . . . . . . . . Setting Up Document Sequences . . . . . . . . . . . . . . . . . . . . . . . Sample Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning Letters Format Files . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Dunning Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Dunning Letter Sets . . . . . . . . . . . . . . . . . . . . . . . . . . Freight Carriers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Grouping Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Header and Line Level Rounding . . . . . . . . . . . . . . . . . . . . . . . . . . Item Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Receivables Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing and Updating Receivables Lookups . . . . . . . . . . . Customer Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Profile Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Demand Class Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2 46 2 49 2 52 2 56 2 62 2 64 2 66 2 67 2 69 2 75 2 78 2 84 2 85 2 86 2 87 2 88 2 90 2 92 2 94 2 96 2 100 2 103 2 105 2 107 2 109 2 115 2 116 2 120 2 122 2 123 2 124 2 126 2 128 2 130 2 131 2 132 2 134 2 135 2 136

iv Oracle Receivables User Guide

Lockboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Multiple Organization Support Feature . . . . . . . . Payment Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms Field Reference . . . . . . . . . . . . . . . . . . . . . . . . Receipt Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RemitTo Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Salespersons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Memo Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statement Cycles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Receivables System Options . . . . . . . . . . . . . . . . . . . . . . . Accounting System Options . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax System Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions and Customers System Options . . . . . . . . . . . . . Miscellaneous System Options . . . . . . . . . . . . . . . . . . . . . . . . . Tax Codes and Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Locations and Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Tax Accounting for Tax Codes and Locations . . . . . . . . Reviewing Sales Tax Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Authorities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Exemptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Rate Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Territories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Territory Flexfield . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintaining Countries and Territories . . . . . . . . . . . . . . . . . . . Transaction Batch Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Batch Sources Field Reference . . . . . . . . . . . . . . . Transaction Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transmission Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unit of Measure Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Units of Measure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2 138 2 143 2 145 2 146 2 157 2 163 2 164 2 167 2 170 2 176 2 179 2 184 2 188 2 189 2 191 2 193 2 196 2 204 2 208 2 214 2 219 2 222 2 224 2 226 2 228 2 232 2 238 2 240 2 241 2 242 2 244 2 250 2 251 2 260 2 267 2 268

Contents

v

VOLUME 2Volume 2 . . . . . . . . . . . . . . . . . . . . . . . . . .

i

Chapter 3

Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Parties and Customer Accounts . . . . . . . . . . . . . . . . Fuzzy Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Accounts Field Reference . . . . . . . . . . . . . . . . . . . . . Assigning Banks to Customer Accounts . . . . . . . . . . . . . . . . . Assigning Payment Methods to Customer Accounts . . . . . . Entering Marketing Information . . . . . . . . . . . . . . . . . . . . . . . . Entering Addresses for Customer Accounts . . . . . . . . . . . . . . Addresses Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Characteristics Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . Assigning a Business Purpose to a Customer Address . . . . . Defining Customer Account Drawee Sites . . . . . . . . . . . . . . . Business Purposes Field Reference . . . . . . . . . . . . . . . . . . . . . . Entering Customer Account Contacts . . . . . . . . . . . . . . . . . . . Entering Customer Account Contact Roles . . . . . . . . . . . . . . . Contacts and Roles Field Reference . . . . . . . . . . . . . . . . . . . . . Entering Customer Telephone Numbers . . . . . . . . . . . . . . . . . Creating Customer Account Relationships . . . . . . . . . . . . . . . Defining Customer Profile Classes . . . . . . . . . . . . . . . . . . . . . . . . . Customer Profile Classes Field Reference . . . . . . . . . . . . . . . . Assigning Profile Classes to Customers or Addresses . . . . . Updating a Customer Profile Class . . . . . . . . . . . . . . . . . . . . . Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Address Style Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Flexible Addresses with the Sales Tax Location Flexfield . . . Setting Up Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Custom Address Styles . . . . . . . . . . . . . . . . . . . . . . . Using Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Address Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Tax Location Flexfield Structure . . . . . . . . . . . . . . . . . . . Address Validation Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Flexible Address Validation . . . . . . . . . . . . . . . . . . . Merging Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Merging Sites for the Same Customer . . . . . . . . . . . . . . . . . . . Merging Different Customers . . . . . . . . . . . . . . . . . . . . . . . . . . Submitting the Merge Process . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Merge Execution Report . . . . . . . . . . . . . . . . . . . . . Reviewing Merged Customers . . . . . . . . . . . . . . . . . . . . . . . . .

31 32 36 3 12 3 19 3 24 3 27 3 29 3 30 3 35 3 37 3 38 3 43 3 46 3 50 3 52 3 53 3 55 3 58 3 61 3 65 3 68 3 70 3 72 3 74 3 85 3 86 3 89 3 94 3 96 3 97 3 98 3 100 3 106 3 110 3 113 3 117 3 118 3 120

vi Oracle Receivables User Guide

Customer Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Interface Data Required to Run Customer Interface . . . . . . . System Tables Updated by Customer Interface . . . . . . . . . . . A Sample Customer Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Unique Customer References . . . . . . . . . . . . . . . . . . Importing Customers Using Customer Interface . . . . . . . . . . Customer Interface Transfer Report . . . . . . . . . . . . . . . . . . . . . Party or Customer Search Scenarios and Display Results . . Contact Search Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Word Replacement Rules for Fuzzy Searches . . .

3 121 3 124 3 125 3 130 3 132 3 135 3 137 3 140 3 143 3 146 3 147

VOLUME 3Volume 3 . . . . . . . . . . . . . . . . . . . . . . . . . .

i

Chapter 4

Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Window Field Reference . . . . . . . . . . . . . . . . . . . Lines Window Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Accounting Information . . . . . . . . . . . . . . . . . . . . . Accounting Window Field Reference . . . . . . . . . . . . . . . . . . . . Entering Freight Information . . . . . . . . . . . . . . . . . . . . . . . . . . . Freight Window Field Reference . . . . . . . . . . . . . . . . . . . . . . . . Entering Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Window Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Revenue Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Quick Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices with Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . Foreign Currency Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recognizing Revenue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Revenue Recognition Program Execution Report . . . . . . . . . Revenue Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Invoices with Installments . . . . . . . . . . . . . . . . . . . . . . . . Entering Commitments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Batching Transactions for Easy Entry and Retrieval . . . . . . . . . . . Completing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voiding Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Copying Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recurring Invoice Program Report . . . . . . . . . . . . . . . . . . . . . . Printing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

41 42 47 4 12 4 16 4 18 4 19 4 20 4 21 4 24 4 25 4 28 4 30 4 33 4 38 4 41 4 42 4 47 4 48 4 51 4 53 4 56 4 57 4 61 4 62

Contents

vii

Maintaining Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintaining Transactions Field Reference . . . . . . . . . . . . . . . . Crediting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Crediting Transaction Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Transactions Field Reference . . . . . . . . . . . . . . . . . . . . . Reviewing Accounting Information . . . . . . . . . . . . . . . . . . . . . Reviewing Revenue Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Freight Information . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplying Cash when Crediting a Transaction . . . . . . . . . . Updating Credit Memo Installments . . . . . . . . . . . . . . . . . . . . Batching Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Querying Credit Memos and OnAccount Credits . . . . . . . . Creating OnAccount Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying OnAccount Credits . . . . . . . . . . . . . . . . . . . . . . . . . Updating Credit Memos and OnAccount Credits . . . . . . . . Accounting for Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Memo Request Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing the Credit Memo Request Process . . . . . . . . . . The Credit Memo Request Workflow Item Type . . . . . . . . . . Summary of the Credit Memo Request Process . . . . . . . . . . . . . . . Credit Memo Request Process Activities . . . . . . . . . . . . . . . . . Summary of the Collector Approval Subprocess . . . . . . . . . . . . . Collector Approval Subprocess Activities . . . . . . . . . . . . . . . . Summary of the Primary Approval Subprocess . . . . . . . . . . . . . . Primary Approval Subprocess Activities . . . . . . . . . . . . . . . . Summary of the HR Management Approval Subprocess . . . . . . HR Management Approval Subprocess Activities . . . . . . . . . Summary of the Receivables Approval Subprocess . . . . . . . . . . . Receivables Approval Subprocess Activities . . . . . . . . . . . . . Summary of the Credit Memo Creation Subprocess . . . . . . . . . . . Credit Memo Creation Subprocess Activities . . . . . . . . . . . . . Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Credit Memo Request Workflow . . . . . . . . . . . . . . . . . Initiating the Credit Memo Request Process . . . . . . . . . . . . . . . . . Credit Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Card Validation and Integration . . . . . . . . . . . . . . . . . . Setting Up Receivables for Credit Card Transactions and Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . Processing Credit Card Transactions . . . . . . . . . . . . . . . . . . . . Entering Credit Card Transactions and Payments . . . . . . . . .

4 65 4 66 4 75 4 79 4 81 4 85 4 87 4 88 4 90 4 91 4 92 4 93 4 95 4 96 4 98 4 100 4 102 4 129 4 130 4 132 4 136 4 138 4 144 4 146 4 154 4 156 4 163 4 165 4 173 4 175 4 181 4 183 4 186 4 187 4 191 4 192 4 194 4 196 4 197 4 201

viii Oracle Receivables User Guide

Importing Invoice Information Using AutoInvoice . . . . . . . . . . . Overview of AutoInvoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables for AutoInvoice . . . . . . . . . . . . . . . . . . Importing Data From Your Feeder System . . . . . . . . . . . . . . . AutoInvoice Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using AutoInvoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Passing Payment Methods and Customer Bank Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Freight Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Tax Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Invoices with Rules . . . . . . . . . . . . . . . . . . . . . . . . . Importing Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Flexfields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Grouping Rules to Create Transactions . . . . . . . . . . . . Using Line Ordering Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . Determining Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Validating Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting General Ledger Dates . . . . . . . . . . . . . . . . . . . . . . . . Determining Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Transactions Using AutoInvoice . . . . . . . . . . . . . . . . . . AutoInvoice Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Correcting AutoInvoice Exceptions . . . . . . . . . . . . . . . . . . . . . About Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Manual Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . Adjustments Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Automatic Adjustments . . . . . . . . . . . . . . . . . . . . . . . AutoAdjustment Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Approving Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoices with Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using AutoAccounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoAccounting Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How to Use AutoAccounting . . . . . . . . . . . . . . . . . . . . . . . . . . Defining AutoAccounting Overview . . . . . . . . . . . . . . . . . . Using Commitments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Your Printed Transactions . . . . . . . . . . . . . . . . . . . Consolidated Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Consolidated Billing . . . . . . . . . . . . . . . . . . . . . . . .

4 204 4 205 4 206 4 212 4 214 4 216 4 220 4 222 4 224 4 228 4 230 4 231 4 232 4 234 4 240 4 243 4 245 4 250 4 252 4 253 4 253 4 254 4 257 4 259 4 262 4 265 4 268 4 269 4 272 4 274 4 276 4 282 4 289 4 290 4 293 4 295 4 296 4 303 4 307 4 310

Contents

ix

Imported Billing Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 313 How Receivables Selects Transactions for Consolidated Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 315 Printing Consolidated Billing Invoices . . . . . . . . . . . . . . . . . . 4 317

Chapter 5

Bills Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manually Creating a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . Entering Bills Receivable Bank Account Information . . . . . . . . . . Manually Assigning Transactions to a Bill Receivable . . . . . . . . . Using Selection Criteria to Assign Transactions to a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Flagging Transactions for Automatic or Direct Exchange into Bills Receivable . . . . . . . . . . . . . . . . . . . . . . . Batching Transactions for Bills Receivable . . . . . . . . . . . . . . . . . . . Batching Transactions Using the Bills Receivable Batch Creation Concurrent Program . . . . . . Exchanging a Transaction for a Bill Receivable . . . . . . . . . . . . . . . Exchanging a Bill Receivable for a New Bill Receivable . . . . . . . . Completing a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accepting a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Stamp Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Stamp Values Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable View and Analysis . . . . . . . . . . . . . . . . . . . . . Bills Receivable Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Bills Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Portfolio Management Window Reference . . . . Bills Receivable Portfolio Management Window Field Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Bills Receivable Assignments . . . . . . . . . . . . . . . . . . Viewing Bills Receivable History . . . . . . . . . . . . . . . . . . . . . . . Viewing Bills Receivable Transaction Information . . . . . . . . . Updating Bills Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accepting a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . Canceling a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recalling a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Marking a Bill Receivable as Unpaid . . . . . . . . . . . . . . . . . . . .

51 52 54 55 56 59 5 11 5 13 5 15 5 17 5 20 5 22 5 24 5 25 5 27 5 28 5 30 5 31 5 33 5 33 5 34 5 35 5 36 5 39 5 42 5 43 5 45 5 46 5 47 5 47 5 49 5 49

x Oracle Receivables User Guide

Eliminating or Reestablishing Risk on a Bill Receivable . . . . Holding or Releasing from Hold a Bill Receivable . . . . . . . . Endorsing a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . Exchanging a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . Restating a Bill Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Marking a Bill Receivable as Under Protest . . . . . . . . . . . . . . Bills Receivable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Remittance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Receipts for Bills Receivable Remittances . . . . . . . . Accounting for Bills Receivable Remittances and Receipts . Exporting and Importing Bills Receivable Remittances . . . . Creating a Bills Receivable Remittance Batch . . . . . . . . . . . . . . . . Maintaining Bills Receivable Remittances . . . . . . . . . . . . . . . . . . . Formatting and Printing Bills Receivable Remittances . . . . . Payments Received Prior to Remittance Approval . . . . . . . . Bills Receivable Maturity and Risk Program and Report . . . . . . . Reversing and Unapplying Receipts for Bills Receivable . . .

5 50 5 51 5 52 5 53 5 53 5 54 5 55 5 56 5 57 5 58 5 65 5 67 5 74 5 76 5 77 5 78 5 80

VOLUME 4Volume 4 . . . . . . . . . . . . . . . . . . . . . . . . . .

i

Chapter 6

Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . Applying Cross Currency Receipts Examples . . . . . . . . . . . Applying Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . Cross Currency Exchange Gain/Loss Report . . . . . . . . . . . . . Applications Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Application Rule Sets . . . . . . . . . . . . . . . . . . . . . . . . . . Chargebacks and Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Miscellaneous Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversing Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reapplying Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Receipts and Applications . . . . . . . . . . . . . . . . . . . . . . . Batching Receipts for Easy Entry and Retrieval . . . . . . . . . . . . . . Bills of Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

61 62 67 6 11 6 18 6 21 6 23 6 30 6 34 6 37 6 39 6 46 6 51 6 54 6 58 6 60 6 63 6 67

Contents

xi

Creating Bills of Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Notes Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Notes Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Note Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . Clearing Notes Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversing a Note Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting for Notes Receivable . . . . . . . . . . . . . . . . . . . . . . . Notes Receivable Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reversed Notes Receivable Report . . . . . . . . . . . . . . . . . . . . . . Using AutoLockbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How AutoLockbox Identifies Customers for a Receipt . . . . . How AutoLockbox Applies Receipts . . . . . . . . . . . . . . . . . . . . Importing and Applying Cross Currency Receipts . . . . . . . . AutoLockbox Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alternate Name Receipt Matches Window . . . . . . . . . . . . . . . Commonly Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . Running AutoLockbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoLockbox Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . Lockbox Execution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Maintaining Lockbox Transmission Data . . . . . . . . . . . . . . . . Viewing Transmission History . . . . . . . . . . . . . . . . . . . . . . . . . QuickCash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post QuickCash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running Post QuickCash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post QuickCash Execution Report . . . . . . . . . . . . . . . . . . . . . . AutoCash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Discounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Troubleshooting the Automatic Receipts Process . . . . . . . . . . Flagging Transactions for Automatic Receipts . . . . . . . . . . . . Creating Automatic Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . Manually Entering Automatic Receipts . . . . . . . . . . . . . . . . . . Automatic Receipts and Remittances Execution Report . . . . Approving Automatic Receipts . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Automatic Receipts . . . . . . . . . . . . . . . . . . . . . . . . Format Automatic Receipts Report . . . . . . . . . . . . . . . . . . . . . Confirming Automatic Receipts . . . . . . . . . . . . . . . . . . . . . . . . Reporting on Automatic Receipts and Remittances . . . . . . . Accounting for Automatic Receipts and Remittances . . . . . . About Remittances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Remittance Layouts . . . . . . . . . . . . . . . . . . . . . . . .

6 70 6 72 6 76 6 77 6 79 6 80 6 82 6 83 6 85 6 87 6 92 6 96 6 105 6 111 6 115 6 116 6 121 6 126 6 129 6 132 6 135 6 137 6 142 6 145 6 147 6 149 6 162 6 171 6 173 6 177 6 179 6 184 6 185 6 186 6 188 6 189 6 190 6 192 6 195 6 197 6 198

xii Oracle Receivables User Guide

Factoring Remittances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Remittance Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . Approving Remittance Batches . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Remittance Batches . . . . . . . . . . . . . . . . . . . . . . . . . Format Automatic Remittances Report . . . . . . . . . . . . . . . . . . Automatic Clearing for Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Clearing for Receipts Execution Report . . . . . . . . Using Oracle Cash Management to Clear Receipts . . . . . . . . Reconciling Receipts Using Oracle Cash Management . . . . . Writing Off Unapplied Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Manual Receipt WriteOffs . . . . . . . . . . . . . . . . . . . . Creating Automatic Receipt WriteOffs . . . . . . . . . . . . . . . . . WriteOff Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create Receipt Writeoff Field References . . . . . . . . . . . . . . . . Other Receipt Applications Report . . . . . . . . . . . . . . . . . . . . . .

6 201 6 203 6 209 6 211 6 212 6 213 6 215 6 216 6 217 6 218 6 218 6 220 6 222 6 224 6 226

Chapter 7

Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing a Customer Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Accounts Window Reference . . . . . . . . . . . . . . . . . Viewing Account Activity for a Specific Period of Time . . . . Viewing Account Balances by Aging Bucket . . . . . . . . . . . . . Aging Window Field Reference . . . . . . . . . . . . . . . . . . . . . . . . Viewing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Details Field Reference . . . . . . . . . . . . . . . . . . . . . . . . Viewing Dunning History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording Call Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing an Item In Dispute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Collector Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing a Collection Report . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Specifying a Days Past Due Range . . . . . . . . . . . . . . . . . . . . . . Defining Dunning Profiles for Customers and Customer Sites . . . . . . . . . . . . . . . . . . . . . . . . . How Receivables Selects Items for Dunning . . . . . . . . . . . . . . Staged Dunning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Dunning Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Table and Column Descriptions . . . . . . . . . . . . . . . . . . . . . . . . Calculating Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

71 72 75 76 78 7 11 7 13 7 20 7 21 7 22 7 25 7 28 7 32 7 34 7 35 7 38 7 40 7 41 7 43 7 45 7 47 7 57 7 59 7 62

Contents

xiii

Determining the Past Due Amount . . . . . . . . . . . . . . . . . . . . . Currencies Without Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accruing Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Compounding Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables for Accruing and Compounding Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Receivables to Calculate Finance Charges . . . . . . Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Statement Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cross Site and Cross Customer Receipts . . . . . . . . . . . . . . . . . Sample Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

7 64 7 66 7 67 7 68 7 70 7 71 7 74 7 78 7 79 7 82 7 83

Chapter 8

Accounting for Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running General Ledger Interface . . . . . . . . . . . . . . . . . . . . . . Posting Execution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Opening and Closing Accounting Periods . . . . . . . . . . . . . . . Reconciling Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Outstanding Customer Balances . . . . . . . . . . . . . . . Reconcile Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reconcile Account Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Cash Basis Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accrual vs. Cash Basis Accounting . . . . . . . . . . . . . . . . . . . . . . Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting for Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Technical Perspective: Transactions . . . . . . . . . . . . . . . . . . . . . . . . . Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commitments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Guarantee . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . OnAccount Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplied Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applied Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reverse Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chargebacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

81 82 86 88 8 10 8 12 8 14 8 16 8 17 8 19 8 22 8 23 8 29 8 30 8 32 8 40 8 49 8 52 8 53 8 55 8 58 8 61 8 65 8 67 8 69 8 74 8 76 8 78

xiv Oracle Receivables User Guide

Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 81 Viewing Accounting Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 83 Drilling Down to Oracle Receivables from Oracle General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 87

VOLUME 5Volume 5 . . . . . . . . . . . . . . . . . . . . . . . . . .

i

Chapter 9

Archive and Purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Archive and Purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preparing to Run Archive and Purge . . . . . . . . . . . . . . . . . . . . Archive and Purge Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purge Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tables Purged . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Archive Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data not Archived . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monitoring Your Archive and Purge . . . . . . . . . . . . . . . . . . . . Archive Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running Archive and Purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Archive and Purge Parameters . . . . . . . . . . . . . . . . . . . . . . . . . Archive Summary/Detail Reports . . . . . . . . . . . . . . . . . . . . . . . . . .

91 92 94 97 9 13 9 17 9 18 9 23 9 24 9 32 9 60 9 62 9 66

Chapter 10

Receivables Standard Reports and Listings . . . . . . . . . . . . . . . . . Running Standard Reports and Listings . . . . . . . . . . . . . . . . . . . . . Common Report Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . Common Report Headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collection Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Execution Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Print Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Listing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Other Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tax Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reports and Listings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Account Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Rules Listing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . Actual Receipt Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Approval Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

10 1 10 2 10 3 10 6 10 7 10 9 10 10 10 10 10 11 10 12 10 13 10 14 10 15 10 16 10 18 10 20 10 22

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Aging 4 and 7 Bucket Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . Aging Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alternate Customer Name Receipt Matching Report . . . . . . . . . . Applied Receipts Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AR Reconciliation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Audit Report by Document Number . . . . . . . . . . . . . . . . . . . . . . . . AutoCash Rules Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Automatic Receipt Batch Management Report . . . . . . . . . . . . . . . Automatic Receipts Awaiting Confirmation Report . . . . . . . . . . . Automatic Transactions Batch Report . . . . . . . . . . . . . . . . . . . . . . . Bad Debt Provision Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bank Risk Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Billing and Receipt History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Billing History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable By Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Format Report Program . . . . . . . . . . . . . . . . . . . . Bills Receivable Reminder Letters . . . . . . . . . . . . . . . . . . . . . . . . . . Bills Receivable Remittance Batch Management Report . . . . . . . Bills Receivable Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . Call Actions Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collection Effectiveness Indicators . . . . . . . . . . . . . . . . . . . . . . . . . Collection Key Indicators Report . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections by Collector Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collections Receipt Forecast Report . . . . . . . . . . . . . . . . . . . . . . . . Collector Call History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collectors Follow Up Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commitment Balance Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Hold Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Balance Revaluation Report . . . . . . . . . . . . . . . . . . . . . . Customer Credit Snapshot Report . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Follow Up History Report . . . . . . . . . . . . . . . . . . . . . . . Customer Listing Detail and Summary Reports . . . . . . . . . . . . . . Customer Open Balance Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Profiles Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Relationships Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deposited Cash Reports Applied Detail and Open Detail . . . . Discount Projection Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Disputed Invoice Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

10 25 10 30 10 34 10 35 10 38 10 39 10 41 10 42 10 44 10 45 10 48 10 50 10 51 10 53 10 55 10 58 10 60 10 62 10 65 10 67 10 68 10 71 10 72 10 73 10 74 10 75 10 76 10 77 10 80 10 82 10 86 10 87 10 95 10 97 10 99 10 100 10 103 10 105 10 106

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Dunning Letters Preliminary Report . . . . . . . . . . . . . . . . . . . . . . Dunning Letter Generate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Duplicate Customer Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . European Sales Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Incomplete Invoices Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intercompany Invoice Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intercompany Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Exception Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Print Preview Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoices Posted to Suspense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Journal Entries Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Journal with GL Details Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Receipts Register . . . . . . . . . . . . . . . . . . . . . . . . . . . Open Items Revaluation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . Ordering and Grouping Rules Listing . . . . . . . . . . . . . . . . . . . . . . Other Applications Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Past Due Invoice Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payment Terms Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Print Invoice Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Projected Gains and Losses Report . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Analysis Days Late Report . . . . . . . . . . . . . . . . . . . . . . . . Receipt Journal Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Promises Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Awaiting Bank Clearance . . . . . . . . . . . . . . . . . . . . . . . . . Receipt Forecast Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Awaiting Remittance Report . . . . . . . . . . . . . . . . . . . . . . . Receipts Without Sites Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receivables Key Indicators Report/ Receipts Key Indicators Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . Remittance Batch Management Report . . . . . . . . . . . . . . . . . . . . . . Reversed Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Journal by Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Journal by GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sample Dunning Letter Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Memo Lines Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Supplier Customer Netting Report . . . . . . . . . . . . . . . . . . . . . . . . .

10 109 10 112 10 114 10 115 10 117 10 118 10 119 10 120 10 121 10 123 10 125 10 128 10 131 10 134 10 138 10 140 10 141 10 142 10 143 10 154 10 156 10 157 10 159 10 160 10 162 10 163 10 165 10 167 10 168 10 173 10 175 10 177 10 179 10 181 10 184 10 185 10 186 10 191

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Transactions Awaiting Consolidation . . . . . . . . . . . . . . . . . . . . . . . Transaction Batch Sources Listing . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Check Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Detail Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Reconciliation Report . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Types Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Key Indicators Report/ Customers and Transactions Key Indicators Report . . . . . . . . . . . Unposted Items Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplied Receipts Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Customer Profiles Report . . . . . . . . . . . . . . . . . . . . . . . . . .

10 193 10 195 10 196 10 198 10 201 10 203 10 206 10 207 10 211 10 213 10 215

Appendix A

Oracle Receivables Menu Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . A 1 Receivables Navigation Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A 2 Oracle Receivables Character Mode Forms and Corresponding GUI Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A 9

Appendix B

Oracle Receivables Profile Options . . . . . . . . . . . . . . . . . . . . . . . . Profile Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Receivables User Profile Options . . . . . . . . . . . . Profile Options in Oracle Order Management . . . . . . . . . . . . Profile Options in Oracle General Ledger . . . . . . . . . . . . . . . .

B1 B2 B4 B 31 B 32

Appendix C

Oracle Receivables Function Security . . . . . . . . . . . . . . . . . . . . . . Function Security in Oracle Receivables . . . . . . . . . . . . . . . . . . . . . Receivables Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Window Parameters . . . . . . . . . . . . . . . . . . . . . . . . .

C1 C2 C4 C 11

Appendix D

Attachments in Oracle Receivables . . . . . . . . . . . . . . . . . . . . . . . . D 1 Attachments in Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D 2

Appendix E

Oracle Receivables Documents on the Desktop . . . . . . . . . . . . . E 1 Desktop Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E 2

Appendix F

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F 1

xviii Oracle Receivables User Guide

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Interface Error Messages . . . . . . . . . . . . . . . . . . . . . AutoInvoice Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoLockbox Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . .

F2 F2 F 13 F 23

Appendix G

Oracle Receivables Table and Column Descriptions . . . . . . . . . Customer Interface Table Descriptions and Validation . . . . . . . . AutoInvoice Table and Column Descriptions . . . . . . . . . . . . . . . . Lockbox Tables and Column Descriptions . . . . . . . . . . . . . . . . . . . Receipt and QuickCash Tables . . . . . . . . . . . . . . . . . . . . . . . . . Lockbox Interface Table and Column Descriptions . . . . . . . .

G1 G2 G 38 G 97 G 97 G 98

Appendix H

Oracle Receivables Transaction Printing Views . . . . . . . . . . . . . H 1 Transaction Printing Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . H 2 Glossary

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xx Oracle Receivables User Guide

PrefaceWelcome to Release Release 11i of the Oracle Receivables User Guide. This user guide includes the information you need to work with Oracle Receivables effectively. It contains detailed information about the following: Overview and reference information Oracle Receivables implementation suggestions Specific tasks you can accomplish using Oracle Receivables How to use Oracle Receivables windows Oracle Receivables programs, reports, and listings Oracle Receivables functions and features Oracle Receivables system setup The preface explains how this user guide is organized and introduces other sources of information that can help you.

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Audience for This GuideThis guide assumes you have a working knowledge of the following: The principles and customary practices of your business area. Oracle Receivables If you have never used Oracle Receivables, we suggest you attend one or more of the Oracle Receivables training classes available through Oracle University. The Oracle Applications graphical user interface. To learn more about the Oracle Applications graphical user interface, read the Oracle Applications User Guide. See Other Information Sources for more information about Oracle Applications product information.

How To Use This GuideThis guide contains the information you need to understand and use Oracle Receivables. This preface explains how this user guide is organized and introduces other sources of information that can help you. This guide contains the following chapters: Chapter 1 provides a brief introduction to the graphical user interface (GUI) and the three Receivables workbenches. Chapter 2 describes the steps required to set up Oracle Receivables. Note: There is no separate implementation manual for Oracle Receivables. All implementation information is included in this user guide. Chapter 3 explains how to enter and maintain customers in Oracle Receivables. This chapter also includes information about profile classes, flexible addresses, and the Customer Merge and Customer Import programs. Chapter 4 explains how to enter, adjust, and credit transactions. This chapter also describes the AutoInvoice program, the Credit Memo Request Workflow, how to process credit card transactions, and print consolidated billing invoices.

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Oracle Receivables User Guide

Chapter 5 explains how to create, track, analyze, and modify bills receivables. Chapter 6 explains how to enter, apply, and remit receipts in Receivables. This chapter also explains how to set up discounts, use AutoLockbox, create Automatic Receipts, and reconcile receipts. Chapter 7 explains the collections process and the various forms and windows that are part of the Collections workbench. This chapter also tells you how to use dunning letters, calculate finance charges, and print customer statements. Chapter 8 describes the accounting entries that Oracle Receivables creates when you enter transactions, apply receipts, and create adjustments. This chapter also tells you how to reconcile customer accounts and transfer transactions to the General Ledger. Chapter 9 explains the Archive and Purge program which you can run periodically to improve system performance. Chapter 10 explains how to submit a report request and briefly describes each Oracle Receivables report and listing. Appendices AH provide information about profile options, function security, attachments, documents on the desktop, open interface error messages, transaction printing views, table and column descriptions, and Oracle Receivables navigation paths.

Documentation AccessibilityOur goal is to make Oracle products, services, and supporting documentation accessible, with good usability, to the disabled community. To that end, our documentation includes features that make information available to users of assistive technology. This documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Standards will continue to evolve over time, and Oracle Corporation is actively engaged with other marketleading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. For additional information, visit the Oracle Accessibility Program Web site at http://www.oracle.com/accessibility/. Accessibility of Code Examples in Documentation JAWS, a Windows screen reader, may not always correctly read the code examples in this document. The conventions for writing code

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require that closing braces should appear on an otherwise empty line; however, JAWS may not always read a line of text that consists solely of a bracket or brace. Accessibility of Links to External Web Sites in Documentation This documentation may contain links to Web sites of other companies or organizations that Oracle Corporation does not own or control. Oracle Corporation neither evaluates nor makes any representations regarding the accessibility of these Web sites.

Finding Out Whats NewFrom the HTML help window for Oracle Receivables, choose the section that describes new features or whats new from the expandable menu. This section describes: New features in 11i. This information is updated for each new release of Oracle Receivables. Information about any features that were not yet available when this user guide was printed. For example, if your system administrator has installed software from a mini pack as an upgrade, this document describes the new features.

Other Information SourcesYou can choose from many sources of information, including online documentation, training, and support services, to increase your knowledge and understanding of Oracle Receivables. If this guide refers you to other Oracle Applications documentation, use only the Release 11i versions of those guides unless we specify otherwise.

Online DocumentationAll Oracle Applications documentation is available online (HTML and PDF). The technical reference guides are available in paper format only. Note that the HTML documentation is translated into over twenty languages.

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The HTML version of this guide is optimized for onscreen reading, and you can use it to follow hypertext links for easy access to other HTML guides in the library. When you have an HTML window open, you can use the features on the left side of the window to navigate freely throughout all Oracle Applications documentation. You can use the Search feature to search by words or phrases. You can use the expandable menu to search for topics in the menu structure we provide. The Library option on the menu expands to show all Oracle Applications HTML documentation. You can view HTML help in the following ways: From an application window, use the help icon or the help menu to open a new Web browser and display help about that window. Use the documentation CD. Use a URL provided by your system administrator. Your HTML help may contain information that was not available when this guide was printed.

Related User GuidesOracle Receivables shares business and setup information with other Oracle Applications products. Therefore, you may want to refer to other user guides when you set up and use Oracle Receivables. You can read the guides online by choosing Library from the expandable menu on your HTML help window, by reading from the Oracle Applications Document Library CD included in your media pack, or by using a Web browser with a URL that your system administrator provides. If you require printed guides, you can purchase them from the Oracle store at http://oraclestore.oracle.com.

User Guides Related to All ProductsOracle Applications User Guide This guide explains how to navigate the system, enter data, and query information, and introduces other basic features of the GUI available with this release of Oracle Receivables (and any other Oracle Applications product).

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You can also access this user guide online by choosing Getting Started and Using Oracle Applications from the Oracle Applications help system. Oracle Alert User Guide Use this guide to define periodic and event alerts that monitor the status of your Oracle Applications data. Oracle Applications Implementation Wizard User Guide If you are implementing more than one Oracle product, you can use the Oracle Applications Implementation Wizard to coordinate your setup activities. This guide describes how to use the wizard. Oracle Applications Developers Guide This guide contains the coding standards followed by the Oracle Applications development staff. It describes the Oracle Application Object Library components needed to implement the Oracle Applications user interface described in the Oracle Applications User Interface Standards. It also provides information to help you build your custom Oracle Developer forms so that they integrate with Oracle Applications. Oracle Applications User Interface Standards This guide contains the user interface (UI) standards followed by the Oracle Applications development staff. It describes the UI for the Oracle Applications products and how to apply this UI to the design of an application built by using Oracle Forms.

User Guides Related to This ProductOracle General Ledger User Guide Use this manual when you plan and define your chart of accounts, accounting period types and accounting calendar, functional currency, and set of books. It also describes how to define journal entry sources and categories so you can create journal entries for your general ledger. If you use multiple currencies, use this manual when you define additional rate types and enter daily rates.

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Oracle Cash Management User Guide This manual provides information about using Oracle Cash Management to clear your receipts, as well as reconciling bank statements with your outstanding balances, transactions, and receipts. Oracle Purchasing User Guide If you install Oracle Purchasing, refer to this user guide to read about entering and managing the purchase orders to which you match invoices. Oracle Inventory User Guide This manual explains how to define your items, units of measure classes, units of measure, and unit of measure conversions for use in measuring amounts for your units of production items, as well as other information about setting up and using Oracle Inventory. Using Oracle HRMS The Fundamentals This manual explains how to enter your employees, so you can enter expense reports for them. It also explains how to set up organizations and site locations. CountrySpecific Manuals Use these manuals to meet statutory requirements and common business practices in your country or region. They also describe additional features added to Oracle Receivables to meet those requirements. Look for a user guide appropriate to your country; for example, see the Oracle Financials for the Czech Republic User Guide for more information about using this software in the Czech Republic. Multiple Reporting Currencies in Oracle Applications If you use the Multiple Reporting Currencies feature to report and maintain accounting records in more than one currency, refer to this manual before implementing Oracle Receivables. The manual details additional steps and setup considerations for implementing Oracle Receivables with this feature.

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Multiple Organizations in Oracle Applications If you use the Oracle Applications Multiple Organization Support feature to use multiple sets of books for one Oracle Receivables installation, use this guide to learn how to set up and use Oracle Receivables with this feature. Oracle Receivables Tax Manual This manual provides everything you need to know about calculating tax within Oracle Receivables, Oracle Order Management, Oracle Sales and Marketing, and Oracle Web Customers. It includes information about implementation procedures, setup forms and windows, the Oracle Receivables tax calculation process, tax reports and listings, and taxspecific open interfaces. Oracle Business Intelligence System Implementation Guide This guide provides information about implementing Oracle Business Intelligence (BIS) in your environment. Oracle Applications Flexfields Guide This guide provides flexfields planning, setup, and reference information for the Oracle Receivables implementation team as well as for users responsible for the ongoing maintenance of Oracle Applications product data. This guide also provides information on creating custom reports on flexfields data.

Installation and System Administration GuidesOracle Applications Concepts This guide provides an introduction to the concepts, features, technology stack, architecture, and terminology for Oracle Applications Release 11i. It provides a useful first book to read before an installation of Oracle Applications. This guide also introduces the concepts behind, and major issues, for Applicationswide features such as Business Intelligence (BIS), languages and character sets, and selfservice applications. Installing Oracle Applications This guide provides instructions for managing the installation of Oracle Applications products. In Release 11i, much of the installation process

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is handled using Rapid Install, which minimizes the time it takes to install Oracle Applications and the Oracle 8i Server technology stack by automating many of the required steps. This guide contains instructions for using Rapid Install and lists the tasks you need to perform to finish your installation. You should use this guide in conjunction with individual product user guides and implementation guides. Upgrading Oracle Applications Refer to this guide if you are upgrading your Oracle Applications Release 10.7 or Release 11.0 products to Release 11i. This guide describes the upgrade process in general and lists database upgrade and productspecific upgrade tasks. You must be at either Release 10.7 (NCA, SmartClient, or character mode) or Release 11.0 to upgrade to Release 11i. You cannot upgrade to Release 11i directly from releases prior to 10.7. Maintaining Oracle Applications Use this guide to help you run the various AD utilities, such as AutoUpgrade for 11i, AutoPatch, AD Administration, AD Controller, Relink, and others. It contains howto steps, screenshots, and other information that you need to run the AD utilities.

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Oracle Applications Product Update Notes Use this guide as a reference if you are responsible for upgrading an installation of Oracle Applications. It provides a history of the changes to individual Oracle Applications products between Release 11.0 and Release 11i. It includes new features and enhancements and changes made to database objects, profile options, and seed data for this interval. Oracle Applications System Administrators Guide This guide provides planning and reference information for the Oracle Applications System Administrator. It contains information on how to define security, customize menus and online help, and manage processing. Oracle eTechnical Reference Manuals Each eTechnical Reference Manual (eTRM) contains database diagrams and a detailed description of database tables, forms, reports, and programs for a specific Oracle Applications product. This information helps you convert data from your existing applications, integrate Oracle Applications data with nonOracle Oracle Workflow Guide This guide explains how to define new workflow business processes as well as customize existing Oracle Applicationsembedded workflow processes. You also use this guide to complete the setup steps necessary for any Oracle Applications product that includes workflowenabled processes.

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Training and SupportTraining We offer a complete set of training courses to help you and your staff master Oracle Applications. We can help you develop a training plan that provides thorough training for both your project team and your end users. We will work with you to organize courses appropriate to your job or area of responsibility. Training professionals can show you how to plan your training throughout the implementation process so that the right amount of information is delivered to key people when they need it the most. You can attend courses at any one of our many Educational Centers, or you can arrange for our trainers to teach at your facility. We also offer Net classes, where training is delivered over the Internet, and many multimediabased courses on CD. In addition, we can tailor standard courses or develop custom courses to meet your needs. Support From onsite support to central support, our team of experienced professionals provides the help and information you need to keep Oracle Receivables working for you. This team includes your Technical Representative, Account Manager, and Oracles large staff of consultants and support specialists with expertise in your business area, managing an Oracle server, and your hardware and software environment.

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Do Not Use Database Tools to Modify Oracle Applications DataOracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data Browser, database triggers, or any other tool to modify Oracle Applications data unless otherwise instructed. Oracle provides powerful tools you can use to create, store, change, retrieve, and maintain information in an Oracle database. But if you use Oracle tools such as SQL*Plus to modify Oracle Applications data, you risk destroying the integrity of your data and you lose the ability to audit changes to your data. Because Oracle Applications tables are interrelated, any change you make using Oracle Applications can update many tables at once. But when you modify Oracle Applications data using anything other than Oracle Applications, you may change a row in one table without making corresponding changes in related tables. If your tables get out of synchronization with each other, you risk retrieving erroneous information and you risk unpredictable results throughout Oracle Applications. When you use Oracle Applications to modify your data, Oracle Applications automatically checks that your changes are valid. Oracle Applications also keeps track of who changes information. If you enter information into database tables using database tools, you may store invalid information. You also lose the ability to track who has changed your information because SQL*Plus and other database tools do not keep a record of changes.

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About OracleOracle Corporation develops and markets an integrated line of software products for database management, applications development, decision support, and office automation, as well as Oracle Applications, an integrated suite of more than 160 software modules for financial management, supply chain management, manufacturing, project systems, human resources and customer relationship management. Oracle products are available for mainframes, minicomputers, personal computers, network computers and personal digital assistants, allowing organizations to integrate different computers, different operating systems, different networks, and even different database management systems, into a single, unified computing and information resource. Oracle is the worlds leading supplier of software for information management, and the worlds second largest software company. Oracle offers its database, tools, and applications products, along with related consulting, education, and support services, in over 145 countries around the world.

Your FeedbackThank you for using Oracle Receivables and this user guide. We value your comments and feedback. This guide contains a Readers Comment Form you can use to explain what you like or dislike about Oracle Receivables or this user guide. Mail your comments to the following address or call us directly at (650) 5067000. Oracle Applications Documentation Manager Oracle Corporation 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Or, send electronic mail to [email protected].

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CHAPTER

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Overview of Oracle Receivableshis chapter provides a short introduction to the graphical user interface (GUI) available with Oracle Receivables as well as a detailed description of the three Oracle Receivables workbenches.

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Overview of Oracle Receivables

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Receivables WorkbenchesOracle Receivables provides four integrated workbenches that you can use to perform most of your daytoday Accounts Receivable operations. You can use the Receipts Workbench to perform most of your receiptrelated tasks and the Transactions Workbench to process your invoices, debit memos, credit memos, onaccount credits, chargebacks, and adjustments. The Collections Workbench lets you review customer accounts and perform collection activities such as recording customer calls and printing dunning letters. The Bills Receivable Workbench lets you create, update, remit, and manage your bills receivable. Each workbench lets you find critical information in a flexible way, see the results in your defined format, and selectively take appropriate action. For example, in the Transactions Workbench, you can query transactions based on the billto or shipto customer, currency, transaction number, or General Ledger date. You can then review financial, application, and installment information, perform adjustments, create a credit memo, or complete the transaction. All of the windows you need are accessible from just one window, so you can query a transaction once, then perform several operations without having to find it again. Function Security You may not have access to every window, button, or tabbed region within a workbench. This is because your system administrator may be using Function Security to prevent users with your responsibility from performing specific Receivables operations. For example, your responsibility might allow you to enter receipts but prevent you from deleting them. For more information, see: Function Security in Oracle Receivables: page C 2. Folders Several of the windows in the Receivables workbenches are folders. Folders let you choose which fields you want to view and where they appear in a window. You can tell if a window is a folder if an open folder icon appears at the top left portion of the window. Additionally, if the profile option Flexview: Allow Customization is set to Yes, you can save your customizations to a particular window to quickly retrieve that subset of records later. You can modify the appearance of a folder by choosing options on the Folder menu.

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Summary and Detail Windows The Receipts and Transactions workbenches let you view records one at a time or as a group. Detail windows display only one receipt or transaction at a time, but provide more information about the record because they contain more fields and tabbed regions. Summary windows, by contrast, can display multiple records at once but require that you drill down to the detail window to view additional information about the current record. Following is a list of the available detail and summary windows within the Receivables Workbenches: Receipts Workbench: Receipts, Receipts Summary, Receipt Batches and Receipt Batches Summary Transactions Workbench: Transactions and Transactions Summary, Transactions Batches and Transaction Batches Summary Remittances / Remittances Summary Find Windows Find windows are available within each of the Receivables workbenches. These windows let you search for information based on a specific set of criteria that you specify. For example, the Find Transactions window lets you search for multiple records by entering a range of transaction numbers, dates, batches, or transaction types. You can also retrieve a single record by entering a specific document or transaction number. You can access Find windows from the Query menu. List of Values The list of values is a powerful, time saving feature that lets you choose valid data for a field from a predefined list. If the lamp appears when your cursor is in a field, you can choose the List of Values icon to view a list of valid entries for that field. Simply click on the value you want; Receivables enters the data you selected and moves the cursor to the next field in the window. Tools menu In the Receipts, Transactions, and Bills Receivable Workbenches, the Tools pulldown menu lets you perform operations in addition to those provided by the action buttons. For example, in the Receipts Workbench, you can view the sum of multiple receipts in the Receipt Totals window, and review the functional currency gain or loss


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resulting from a currency exchange rate adjustment in the Receipt History window. In the Transactions Workbench, the Tools menu provides access to functions that are not accessible via action buttons. For example, in the Transactions window there is no Copy button, but you can still copy a transaction by choosing Copy To from the Tools menu. Similarly, the Balances button does not appear in the Transactions Summary window, but you can display the Transaction Balances window by choosing Balances from the Tools menu. In the Bills Receivable Workbench, the Tools menu provides additional functionality for managing bills receivable. For example, in the Bills Receivable window you can view exchange rate information for currencies that are different from the functional currency, or use the Exchange option to exchange a bill receivable for a new bill receivable. View Accounting Windows In the Receipts and Transactions workbenches you can view the detail accounting lines for an item in the form of a balanced accounting entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu. You can also choose to view the detail accounting as taccounts. Use these features to see how a transaction affects the account balances in your general ledger. Note: You can also view detail accounting lines for adjustments from the Adjustments window.

See AlsoReceipts Workbench: page 1 5 Transactions Workbench: page 1 10 Collections Workbench: page 1 15 Bills Receivable Workbench: page 1 19

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Receipts WorkbenchUse the Receipts Workbench to create receipt batches and enter, apply, reverse, reapply, and delete individual receipts. You can enter receipts manually, import them using AutoLockbox, or create them automatically. You can also use this workbench to clear or risk eliminate factored receipts, remit automatic receipts, create chargebacks and adjustments, and submit Post QuickCash to automatically update your customers account balance. Default Attributes When you enter receipts individually, Receivables provides default values for the following attributes in the Receipts and Receipts Summary windows: Currency Deposit Date Maturity Date GL Date Receipt Date Receipt Type When you enter receipts as part of a batch, receipts that you enter inherit the following attributes, in addition to those listed above: Payment method Receipt class You can also set up default values for new receipt batches. For example, you define the batch source Standard and set Automatic Batch Numbering to Yes for this source. You also set the profile option AR: Receipt Batch Source to Standard (see below). Then, when you create a new batch, Receivables uses Standard Source as the default batch source and automatically generates a unique batch number when you save. Other profile options that you can setup to provide default values in the Receipts Workbench include: AR: Default Exchange Rate Type This option determines the default value for the exchange rate type that appears in the exchange rate window of the Receipts and Receipts Summary windows. Valid values are Corporate Exchange Rate, Spot Exchange Rate, and User Specified Rate.


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AR: Receipt Batch Source This option determines the default receipt batch source in the Receipts and Receipt Batches windows. For more information, see: Overview of Receivables User Profile Options: page B 4. Folder Windows The following windows in the Receipts Workbench are Folder windows. You can customize the appearance of these windows by selecting options from the Folder menu: Applications Lockbox Transmission Data QuickCash Receipt Batches Summary Receipts Summary Remittances Summary

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Figure 1 1 Receipts Workbench

Refer to the table below to help you use the Receipts Workbench and the corresponding Receivables documentation more effectively. An NA in the Window/ tabbed region column indicates that the documentation for that topic is an essay or general description of the feature; therefore, the corresponding window name is not applicable.


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Topic Adjustments Applying Receipts Approving Remittances AutoCash AutoLockbox

Section/Task

Window/tabbed region

Create an Adjustment: page 6 48 Applications window, choose the Adjustments button. Apply Receipts: page 6 11 Approve Remittance Batches: page 6 209 AutoCash: page 6 149 Using AutoLockbox: page 6 87 Running AutoLockbox: page 6 121 Create Automatic Receipts: page 6 179 Automatically Create Remittance Batches: page 6 203 Automatically Select Transactions for Application (Mass Apply button): page 6 11 Approve Automatic Receipts: page 6 186 Format Automatic Receipts: page 6 188 Manually Enter Automatic Receipts: page 6 184 Receipts or Receipts Summary window Remittances window NA Submit Lockbox Processing window

Receipt Batches window Remittances window Applications widow

Receipt Batches window Receipt Batches window Receipts window

Confirm Automatic Receipts: page Receipts or Receipts Summary 6 190 window Batch Chargebacks Clearing Receipts Confirming Automatic Receipts DiscountsTable 1 1 (Page 1 of 3)

Batching Receipts for Easy Entry and Retrieval: page 6 63 Chargebacks and Adjustments: page 6 46 Automatic Clearing for Receipts: page 6 213

Receipt Batches or Receipt Batches Summary window Applications window, choose the Chargebacks button. Run Automatic Clearing window

Confirm Automatic Receipts: page Receipts or Receipts Summary 6 190 window Discounts: page 6 162 NA

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Topic Entering Receipts Factoring Remittances Formatting Automatic Receipts

Section/Task Enter Receipts: page 6 2 Factor Remittances: page 6 201 Format Automatic Receipts: page 6 188

Window/tabbed region Receipts; or Receipts Summary window Remittances Receipt Batches window Remittances window Submit Lockbox Processing window

Formatting Remittance Format Remittance Layouts: page Batches 6 198 Lockbox Using AutoLockbox: page 6 87 Running AutoLockbox: page