115arug1

Oracler Receivables User GuideRELEASE 11i VOLUME 1

May 2003

Oracler Receivables User Guide Release 11i The part number for this book is A8101903 . To reorder this book, use set part number A8083803 Copyright E 1988, 2003, Oracle Corporation. All rights reserved. Primary Authors: Charles Ahern, Stephen R. Damiani, Melanie Heisler, Robert MacIsaac, Essan Ni, Kristin Penaskovic The Programs (which include both the software and documentation) contain proprietary information; 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 laws. Reverse engineering, disassembly, or decompilation of the Programs, except to the extent required to obtain interoperability with other independently created software or as specified by law, 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. This document is not warranted to be errorfree. 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. If the Programs are delivered to the United States Government or anyone licensing or using the Programs on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are commercial computer software or commercial technical data pursuant to the applicable Federal Acquisition Regulation and agencyspecific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the Programs, including documentation and technical data, shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement, and, to the extent applicable, the additional rights set forth 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 we disclaim liability for any damages caused by such use of the Programs. The Programs may provide links to Web sites and access to content, products, and services from third parties. Oracle is not responsible for the availability of, or the content provided on, third party Web sites. You bear all risks associated with the use of such content. If you choose to purchase any products or services from a third party, the relationship is directly between you and the third party. Oracle is not responsible for: (a) the quality of thirdparty products; or (b) fulfilling any of the terms of the agreement with the third party, including delivery of products or services and warranty obligations related to purchased products or services. Oracle is not responsible for any loss or damage of any sort that you may incur from dealing with any third party. Oracle is a registered trademark and ConText, Enabling the Information Age, On Oracle, Oracle Business OnLine, Oracle 8i, Oracle 9i, 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. Other names may be trademarks of their respective owners.

Contents

VOLUME 1Volume 1 . . . . . . . . . . . . . . . . . . . . . . . . . .

i

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii

Chapter 1

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

11 12 16 1 11 1 17 1 21

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 31 2 36 2 40 2 43 2 45 2 49

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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Descriptive Flexfields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Management Lookups . . . . . . . . . . . . . . . . . . . . . . . . . .

2 50 2 53 2 55 2 59 2 65 2 67 2 69 2 70 2 71 2 78 2 81 2 88 2 89 2 90 2 91 2 92 2 94 2 96 2 98 2 100 2 102 2 106 2 109 2 111 2 113 2 115 2 121 2 122 2 126 2 128 2 129 2 130 2 132 2 134 2 136 2 137 2 138 2 140 2 141 2 142

iv Oracle Receivables User Guide

Demand Class Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . Revenue Policy 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2 143 2 145 2 150 2 152 2 153 2 165 2 172 2 173 2 177 2 180 2 186 2 189 2 192 2 196 2 197 2 199 2 201 2 205 2 214 2 218 2 221 2 228 2 233 2 236 2 238 2 240 2 242 2 246 2 252 2 254 2 255 2 256 2 258 2 265 2 266 2 276 2 283 2 284

Contents

v

Chapter 3

Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data Quality Management Overview . . . . . . . . . . . . . . . . . . . . . . . Setting Up DQM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Word Replacement Lists for Fuzzy Searches . . . . . . . Searching Before Entering Parties or Customer Accounts . . . . . . Searching for Parties and Customer Accounts with the Search Criteria Window . . . . . . . . . . . . . . . . . . . . . . . . . . Searching for Parties and Customer Accounts with the Find/Enter Customers Window . . . . . . . . . . . . . . . . . . . Find a Customer Account Using Alternate Names . . . . . . . . Entering Parties and Customer Accounts . . . . . . . . . . . . . . . . . . . . Customer Accounts Field Reference . . . . . . . . . . . . . . . . . . . . . Checking for and Resolving Duplicates . . . . . . . . . . . . . . . . . . Assigning Banks to Customer Accounts . . . . . . . . . . . . . . . . . Assigning Payment Methods to Customer Accounts . . . . . . Entering Marketing Information . . . . . . . . . . . . . . . . . . . . . . . . 1099 Eligibility for Customers . . . . . . . . . . . . . . . . . . . . . . . . . . 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 Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Customer Account Contact Roles . . . . . . . . . . . . . . . Contacts and Roles Field Reference . . . . . . . . . . . . . . . . . . . . . Entering Contact Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Party Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Party Paying Relationships . . . . . . . . . . . . . . . . . . . . . . Creating Customer Account Relationships . . . . . . . . . . . . . . . Defining Customer Profile Classes . . . . . . . . . . . . . . . . . . . . . . . . . Assigning Profile Classes to Customers, Accounts, or Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Updating a Customer Profile Class . . . . . . . . . . . . . . . . . . . . . Customer Profile Classes Field Reference . . . . . . . . . . . . . . . . Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Address Style Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Flexible Addresses with the Sales Tax Location Flexfield . . . Setting Up Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Custom Address Styles . . . . . . . . . . . . . . . . . . . . . . . Using Flexible Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

31 32 36 36 39 3 10 3 10 3 16 3 26 3 27 3 33 3 37 3 41 3 43 3 45 3 46 3 48 3 53 3 55 3 56 3 61 3 64 3 68 3 70 3 71 3 73 3 76 3 78 3 84 3 87 3 93 3 95 3 96 3 100 3 102 3 112 3 113 3 116 3 121

vi Oracle Receivables User Guide

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 . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . Oracle Exchange Customer Import Request Set . . . . . . . . . . . . . .

3 123 3 124 3 125 3 127 3 133 3 137 3 140 3 145 3 147 3 149 3 150 3 153 3 155 3 160 3 161 3 165 3 167 3 170 3 173

Chapter 4

Credit Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Oracle Credit Management . . . . . . . . . . . . . . . . . . . . . . Setting Up Credit Management . . . . . . . . . . . . . . . . . . . . . . . . Defining Credit Analysts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning Credit Analysts to Accounts . . . . . . . . . . . . . . . . . . Defining Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Credit Management System Options . . . . . . . . . . . . Defining Scoring Models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning Automation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Verifying Credit Usage Rule Sets . . . . . . . . . . . . . . . . . . . . . . . Defining Credit Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reassign Credit Analyst Program . . . . . . . . . . . . . . . . . . . . . . . . . . Selected Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assign Customer Credit Classification Program . . . . . . . . . . . . . . Processing Credit Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Initiating a Credit Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collecting Credit Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Credit Applications to Collect Credit Data . . . . . . . . . Using Case Folders to Collect Credit Data . . . . . . . . . . . . . . .

41 42 43 45 46 47 48 4 10 4 14 4 18 4 23 4 24 4 25 4 25 4 26 4 27 4 28 4 29 4 31 4 39

Contents

vii

Retrieving a Case Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Data into a Case Folder . . . . . . . . . . . . . . . . . . . . . . . Manually Creating a New Case Folder . . . . . . . . . . . . . . . . . . Analyzing Credit Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Case Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calculating a Credit Score . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Analysis Notes to the Case Folder . . . . . . . . . . . . . . . Viewing Case Folder Attachments . . . . . . . . . . . . . . . . . . . . . . Refreshing Case Folder Data . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Credit Summary . . . . . . . . . . . . . . . . . . . . . . . . . . Making a Recommendation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Implementing the Recommendation . . . . . . . . . . . . . . . . . . . . Reviewing Credit Management Performance . . . . . . . . . . . . . . . . Periodic Credit Review Program . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Management Application Workflow . . . . . . . . . . . . . . . . . . Setting Up the Credit Management Application Workflow . Credit Management Application Workflow Main Process Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Index

4 39 4 40 4 40 4 42 4 43 4 43 4 44 4 44 4 45 4 45 4 47 4 48 4 49 4 51 4 53 4 54 4 55

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

i

Chapter 5

Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transactions Window Field Reference . . . . . . . . . . . . . . . . . . . Lines Window Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing Accounting Information . . . . . . . . . . . . . . . . . . . . . Distributions 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 . . . . . . . . .

51 52 58 5 13 5 17 5 19 5 20 5 21 5 22 5 25 5 26 5 29 5 31 5 34 5 39 5 42

viii Oracle Receivables User Guide

Revenue Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . EventBased Revenue Management . . . . . . . . . . . . . . . . . . . . . . . . Evaluating Invoices for EventBased Revenue Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Receipts and EventBased Revenue Management Monitoring Contract Contingencies with the Revenue Contingency Analyzer . . . . . . . . . . . . . . . . . . . Modifying Invoices Under Collectibility Analysis . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XML Receivables Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XML Invoices Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . XML Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Implementation Considerations . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Your System for XML Invoice Documents . . . . . . Sending XML Invoice Documents . . . . . . . . . . . . . . . . . . . . . . Confirming the Import Status of XML Invoice Documents . Troubleshooting XML Invoice Documents . . . . . . . . . . . . . . . Reviewing and Retransmitting XML Invoice Documents . . Document Transfer Message Workflow . . . . . . . . . . . . . . . . . . Workflow Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . .

5 43 5 50 5 52 5 56 5 60 5 63 5 68 5 69 5 73 5 75 5 78 5 79 5 83 5 84 5 87 5 87 5 89 5 89 5 90 5 94 5 96 5 97 5 99 5 100 5 102 5 104 5 105 5 113 5 117 5 119 5 123 5 125 5 127 5 129 5 130 5 131 5 132 5 134

Contents

ix

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 . . . . . . . . . . . . . . . . . . . . Credit Card Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Credit Card Refund Activity on the Customer Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Correcting Credit Card Refund Errors . . . . . . . . . . . . . . . . . . . Reversing Receipts with Credit Card Refunds . . . . . . . . . . . . Accounting for Exchange Rate Gains and Losses When Applying Credit Card Refunds . . . . . . . . . . . . . . . . . . . . . . . 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 . .

5 135 5 137 5 140 5 142 5 175 5 176 5 178 5 182 5 184 5 190 5 192 5 200 5 202 5 209 5 211 5 219 5 221 5 227 5 229 5 232 5 233 5 237 5 238 5 241 5 245 5 248 5 255 5 260 5 261 5 262 5 263 5 264 5 265 5 266 5 273 5 275 5 277 5 282

x Oracle Receivables User Guide

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 . . . . . . . . . . . . . . . . . . . . . Oracle Exchange Invoice Import Request Set . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . Imported Billing Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Receivables Selects Transactions for Consolidated Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Consolidated Billing Invoices . . . . . . . . . . . . . . . . . .

5 284 5 286 5 290 5 292 5 294 5 295 5 297 5 305 5 308 5 310 5 315 5 317 5 318 5 318 5 319 5 322 5 325 5 328 5 329 5 332 5 335 5 336 5 339 5 341 5 343 5 348 5 355 5 356 5 359 5 361 5 362 5 369 5 372 5 375 5 378 5 379 5 382

Contents

xi

Chapter 6

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 . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

61 62 64 65 66 69 6 11 6 13 6 15 6 17 6 21 6 23 6 25 6 26 6 28 6 29 6 30 6 31 6 33 6 33 6 33 6 35 6 36 6 39 6 42 6 43 6 45 6 46 6 47 6 47 6 48 6 49 6 50 6 51 6 51 6 52 6 53

xii Oracle Receivables User Guide

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 . . . Index

6 53 6 54 6 55 6 56 6 57 6 64 6 66 6 73 6 75 6 76 6 77 6 79

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

i

Chapter 7

Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receipts Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applications Field Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Prepayment Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . Applying Cross Currency Receipts Examples . . . . . . . . . . . Applying Cross Currency Receipts . . . . . . . . . . . . . . . . . . . . . Cross Currency Exchange Gain/Loss Report . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Bills of Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Notes Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

71 72 77 7 11 7 20 7 23 7 25 7 28 7 30 7 37 7 41 7 45 7 52 7 59 7 62 7 68 7 70 7 73 7 77 7 80 7 82

Contents

xiii

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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Remitting Electronic Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . Prepayments 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 . . . . . . . . . . . . . . . . . . . . . . . .

7 86 7 87 7 89 7 90 7 92 7 93 7 95 7 97 7 102 7 106 7 116 7 122 7 127 7 128 7 133 7 139 7 142 7 145 7 148 7 150 7 155 7 159 7 161 7 163 7 176 7 184 7 186 7 188 7 192 7 194 7 200 7 201 7 201 7 203 7 205 7 206 7 207 7 209 7 212 7 214 7 215

xiv 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 . . . . . . . . . . . . . . . . . . . . . . . . . Working with Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Resolving Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

7 218 7 220 7 226 7 228 7 229 7 230 7 232 7 233 7 234 7 235 7 236 7 237 7 240 7 242 7 244 7 247 7 248 7 249

Chapter 8

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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

81 82 85 86 88 8 11 8 13 8 20 8 21 8 22 8 25 8 29 8 32 8 34 8 36 8 39 8 40 8 41 8 43 8 45 8 48

Contents

xv

Printing Dunning Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calculating Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

8 58 8 61 8 63 8 66 8 67 8 69 8 71 8 72 8 75 8 79 8 80 8 83 8 84

Chapter 9

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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Accounting Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Drilling Down to Oracle Receivables from Oracle General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing MRC Details for a Transaction . . . . . . . . . . . . . . . . . . . . . Technical Perspective: Transactions . . . . . . . . . . . . . . . . . . . . . . . . . Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Commitments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Deposit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Invoice Against a Guarantee . . . . . . . . . . . . . . . . . . . . . . . . . . . Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

91 92 96 99 9 11 9 13 9 15 9 17 9 18 9 20 9 23 9 24 9 30 9 31 9 33 9 43 9 47 9 52 9 54 9 63 9 66 9 67 9 69 9 72 9 75

xvi Oracle Receivables User Guide

OnAccount Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . Unapplied Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applied Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reverse Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Miscellaneous Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Chargebacks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Index

9 79 9 81 9 83 9 88 9 90 9 92 9 95

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

i

Chapter 10

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 . . . . . . . . . . . . . . . . . . . . . . . . . .

10 1 10 2 10 4 10 7 10 13 10 17 10 18 10 23 10 24 10 32 10 60 10 62 10 66

Chapter 11

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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11 1 11 2 11 3 11 7 11 8 11 10 11 11 11 11 11 12 11 13 11 14 11 15

Contents

xvii

Account Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accounting Rules Listing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . Actual Receipt Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Approval Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjustment Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Collector s 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11 16 11 18 11 20 11 22 11 24 11 27 11 32 11 36 11 37 11 40 11 42 11 44 11 45 11 47 11 48 11 51 11 53 11 54 11 56 11 58 11 61 11 63 11 65 11 68 11 70 11 71 11 74 11 75 11 76 11 77 11 78 11 79 11 80 11 83 11 85 11 89 11 90 11 98 11 100

xviii Oracle Receivables User Guide

Customer Relationships Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deferred Revenue Audit Trail Report . . . . . . . . . . . . . . . . . . . . . . . Deposited Cash Reports Applied Detail and Open Detail . . . . Discount Projection Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Disputed Invoice Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Dunning History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . Revenue Management Exceptions Report . . . . . . . . . . . . . . . . . . . Reversed Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

11 102 11 104 11 106 11 109 11 111 11 112 11 115 11 118 11 120 11 121 11 123 11 124 11 125 11 126 11 127 11 129 11 131 11 134 11 137 11 139 11 143 11 145 11 146 11 147 11 148 11 159 11 161 11 162 11 164 11 165 11 167 11 168 11 170 11 172 11 173 11 178 11 180 11 182

Contents

xix

Sales Journal by Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Journal by GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sales Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sample Dunning Letter Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setup Details Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Standard Memo Lines Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Supplier Customer Netting Report . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . .

11 184 11 186 11 188 11 191 11 192 11 194 11 195 11 200 11 202 11 204 11 205 11 207 11 210 11 212 11 215 11 216 11 220 11 222 11 224

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 . . . . . . . . . . . . . . . . Profile Options in Oracle Application Object Library . . . . . .

B1 B2 B4 B 31 B 32 B 35

Appendix C

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

C1 C2 C4 C 11

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

F1 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 42 G 103 G 103 G 104

Appendix H

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

Appendix I

Seeded Match Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Seeded Search Match Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SAMPLE: BASIC SEARCH RULE . . . . . . . . . . . . . . . . . . . . . . SAMPLE: ADVANCED SEARCH RULE . . . . . . . . . . . . . . . . .

I1 I2 I3 I5

Appendix J

XML Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . XML Receivables Documents Mapping . . . . . . . . . . . . . . . . . . . . . Process Invoice XML Message Map . . . . . . . . . . . . . . . . . . . . . Confirm BOD Message Map . . . . . . . . . . . . . . . . . . . . . . . . . . . Transaction Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Glossary Index

J1 J2 J2 J5 J6

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PrefaceWelcome to Release 11i, of the Oracle Receivables User Guide. This user guide includes the information you need to work with Receivables effectively. It contains detailed information about the following: Overview and reference information Receivables implementation suggestions Specific tasks you can accomplish using Receivables How to use Receivables windows Receivables programs, reports, and listings Receivables functions and features 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. Receivables If you have never used Receivables, we suggest you attend one or more of the 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 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) available with this release of Receivables. It also explains the four Receivables workbenches and how you use them to complete your daily receivables activities. Chapter 2 contains a checklist for setting up your Receivables system, and includes a complete description of each Receivables setup window. Note: There is no separate implementation manual for this product. All implementation information is included in this user guide. Chapter 3 explains how to enter and maintain customers in Receivables. This chapter also includes information about profile classes, flexible addresses, and the Customer Merge and Customer Import programs. Chapter 4 explains how to define your credit policies and how to process credit applications in Oracle Credit Management.

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Chapter 5 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 how to print consolidated billing invoices. Chapter 6 explains how to create, track, analyze, and modify bills receivable. Chapter 7 explains how to enter, apply, and remit receipts in Receivables. This chapter also explains how to set up discounts, use AutoLockbox, create Automatic Receipts, reconcile receipts, create claims, and write off unapplied receipt balances. Chapter 8 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 9 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 10 explains the Archive and Purge program, which you can run periodically to improve system performance. Chapter 11 explains how to submit a report request and briefly describes each Oracle Receivables report and listing. Appendices AJ provide information about Oracle Receivables navigation paths, profile options, function security, attachments, documents on the desktop, open interface error messages, table and column descriptions, transaction printing views, seeded match rules, and XML message maps.

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

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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 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 expandable menu in the Receivables HTML help window, choose the section that describes new features or whats new. This section includes: Information on which About Oracle Receivables document you should review to see what changes are in your latest version of Receivables. You can use that document to read about any features that were not yet available when this user guide was printed. For example, if your system administrator has installed software in a Family Pack, this document describes the new features. Links to new features in the online help. This information is updated for each new version of Receivables.

Other Information SourcesYou can choose from many sources of information, including online documentation, training, and support services, to increase your knowledge and understanding of Receivables.

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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). Note that the HTML documentation is translated into over twenty languages. The technical reference guides for the initial release of Release 11i are available in paper format only. For current technical reference information, please see the eTRM on MetaLink. Your HTML help may contain information that was not available when this guide was printed. 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.

Related User GuidesReceivables shares data and setup information with other Oracle Applications products. Therefore, you may want to refer to other user guides when you set up and use 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.

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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 Receivables (and any other Oracle Applications product). 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 Developer s 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 Flexfields Guide This guide provides flexfields planning, setup, and reference information for the 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.

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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 ProductReceivables shares data and setup information with other Oracle Applications products. Even if you have not installed them as separate products, your Receivables application includes some forms and functionality from other Oracle Applications. Therefore, you may want to refer to other user guides when you set up and use Receivables. Oracle 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. This manual also includes complete information on implementing Budgetary Control. 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 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.

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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 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 Receivables with this feature. Multiple Organizations in Oracle Applications If you use the Oracle Applications Multiple Organization Support feature to use multiple sets of books for one Receivables installation, use this guide to learn how to set up and use Receivables with this feature. Oracle Receivables Tax Manual This manual provides everything you need to know about calculating tax within 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.

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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 is handled using Rapid Install, which minimizes the time it takes to install Oracle Applications and the Oracle 9i 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 Administrator s 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 Applications Electronic Technical Reference Manuals The eTRM on MetaLink, Oracle Supports Web site, contains database diagrams and a detailed description of database tables, forms, reports, and programs for Oracle Receivables, including Receivables and related applications. This information helps you convert data from your existing applications, integrate Receivables with nonOracle applications, and write custom reports for Receivables. 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 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 an Oracle Applications form can update many tables at once. But when you modify Oracle Applications data using anything other than Oracle Applications forms, you might 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 forms to modify your data, Oracle Applications automatically checks that your changes are valid. Oracle Applications also keeps track of who changes information. But, if you enter information into database tables using database tools, you might 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. Oracle Applications provides the eBusiness Suite, a fully integrated suite of software modules for financial management, Internet procurement, business intelligence, supply chain management, manufacturing, project systems, human resources, and sales and service management. Oracle products are available for mainframes, minicomputers, personal computers, network computers, and personal digital assistants, enabling 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 Receivables and this user guide. We value your comments and feedback. This guide contains a Reader s Comment Form you can use to explain what you like or dislike about 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

1

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

T

Overview of Oracle Receivables

11

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 ever

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